Jerome Joint School District No. 261

NONINSTRUCTIONAL OPERATIONS 8605

Retention of District Records

In compliance with Section 33-506, Idaho Code, the Board of Trustees establishes the following guidelines to

provide administrative direction pertaining to the retention and/or disposal of district records. This schedule

likewise identifies the anticipated physical location of where such records may be kept or maintained by the

District, in addition to the possible document retention of all categories of records on the school’s servers and

computer systems.

The District’s Public Records Custodian(s), in conjunction with the Superintendent, Board Clerk, or designee, is

responsible for the maintenance, safeguarding and destruction of the District’s records. Performance of such

duties shall be in cooperation with the District’s Business Office, Directors of Maintenance and Transportation,

Technology Coordinator, the Principals at the school’s buildings and other administrative personnel employed by

the District. However, each school employee is likewise responsible for having knowledge of this policy and the

requirement to safeguard the District’s records, electronic or otherwise, consistent with the chart below.

The District’s Public Records Custodian(s) shall work in conjunction with the District’s Technology department to

assure that the school’s staff is aware of the routine destruction of electronic District records, including emails,

such that they are able to assure that the District’s public records are retained consistent with this schedule,

regardless of whether they are maintained in a hard copy or an electronic copy. In such a process, the District’s

employees need to retain District records included on the schedule below, particularly student educational

records, personnel records, and investigative records, in a format that is not part of the District’s routine electronic

records destruction and/or notify the technology personnel of the District that a particular document is not to be

destroyed as part of the routine destruction of electronic records.

Unless otherwise prohibited by applicable law, all District records may be maintained electronically and/or in hard

physical copy.

Method of Destroying Official Records

The District’s official records, and any copy thereof that may be deemed to be confidential and/or not intended to

be disseminated to the public, will be shredded before being disposed.

Destruction of Email and Other Electronic Communications

The District will store electronic mail/e-mails for a maximum period of five (5) years. All email will be

automatically deleted from the District’s system at the end of this retention period. It is the responsibility of every

district employee to assure that District documents that need to be retained for a longer period of time due to

federal law, state law or the provisions of this policy are retained accordingly and in a different format than

electronic mail. An employee’s failure to retain District documents accordingly could serve as a basis for discipline,

up to and including possible termination.

District employees and Board Members are directed to retain text messages and other electronic communication

related to District business for a period of five (5) years.

Suspending Destruction of Official Records

The District will immediately cease the destruction of all relevant records, including electronic records, even if

destruction is authorized by an approved Retention Schedule) for the following reasons:

1. If the District receives a public records request;

2. If the District believes that an investigation or litigation is imminent, or

3. If the District is notified that an investigation or litigation has commenced.

The Public Records Custodian(s), Superintendent and Board Clerk are responsible for carrying out this policy.

If relevant records exist in electronic formats (such as email, digital images, word processed documents, databases,

backup tapes, etc.) the District’s Administrative personnel shall notify its information technology staff to cease the

destruction of records relating to the subject matter of the suit/potential suit or investigation. Failure to cease the

destruction of relevant records could result in penalties against the District.

District records shall be retained and/or disposed of as follows:

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

ADMINISTRATION—ATTENDANCE--ANNUAL

ATTENDANCE SUMMARIES BY BUILDING

PM DO, SB

ADMINISTRATION—ATTENDANCE—Enrollment

attendance data

3 yr DO, SB

ADMINISTRATION—OATHS OF ELECTION—until

canvassed and recorded in the minutes

Not less than 8 months following

election

DO

ADMINISTRATION—CONTRACTS FOR THE SALE AND

PURCHASE OF REAL PROPERTY

PM DO, SB, DM, DT

ADMINISTRATION—GENERAL CORRESPONDENCE 3 yr DO, SB

ADMINISTRATION—DONATION/GIFT RECORDS PM DO, SB

ADMINISTRATION—BOARD MEETINGS—AGENDA

AND MINUTES: Official minutes and agenda of open

meetings

PM DO

ADMINISTRATION—BOARD MEETINGS—CLOSED:

Certified agendas or tape recordings of closed

meetings

PM—Restricted Access DO

ADMINISTRATION—ORGANIZATION CHARTS: Any

documentation that shows program accountability

PM DO, SB, DM, DT

ADMINISTRATION—EDUCATION PROGRAM REVIEW

RECORDS

AC+3 yr DO, SB

ADMINISTRATION—OFFICIAL STATE DEPARTMENT

REPORTS

PM DO

ADMINISTRATION—SCHOOL CERTIFICATION REPORTS PM DO

ANNUAL REPORTS PM DO

APPEAL AND REVIEW RECORDS—Records may include

but are not limited to narrative history or description

of appeal; minutes and testimony; exhibits; reports

and findings of fact; final orders, opinions,

conclusions, or decisions; audio recordings; hearing

schedules and lists of participants; and related

correspondence and documentation.

PM DO

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

BOARD MEMBER RECORDS—Series documents board

activities and serves as a reference source for board

members. Records may include but are not limited to

correspondence, plans, statements of goals and

objectives, budgets, financial statements, reports,

other reference material. Records are often compiled

in a notebook or electronically for each member.

AC+3 yr

NOTE: Some materials may

warrant long-term retention.

These materials should be

reviewed for archival materials.

DO

BOARD RECORDS—Series documents the official

proceedings of the board meetings. Records may

include meeting notices; items for board action;

contested case hearings schedules; committee

reports; exhibits; and related correspondence and

documentation. Records may also include audio

recordings of meetings used to prepare summaries.

PM DO

COMPUTER SYSTEMS-BACKUPS—Backups on tape,

disk, cd, dvd, etc.

CAUTION: Records stored in this format can be

subpoenaed during litigation.

US or 1 year DO

EQUIPMENT-HISTORY FILE—Equipment service

agreements, includes maintenance agreements,

installation, and repair logs, etc.

LA+3 yr DO, DM, DT

EQUIPMENT MANUALS—Instruction and operating

manuals

LA DO, SB, DM, DT

EQUIPMENT WARRANTIES AC+1 yr DO, SB, DM, DT

FACILITIES OPERATIONS-APPRAISALS—Building or

property

3 yr DO

FACILITIES OPERATIONS-BUILDINGS PLANS AND

SPECIFICATIONS—Includes architectural and

engineering drawings, etc.

PM

For leased structures retain AC+2

DO, DM

FACILITIES OPERATIONS-BUILDINGS, CONSTRUCTION

CONTRACT, INSPECTION RECORDS AND PROJECT

FILES—Building construction contracts, surety bonds

and inspection records, Planning, design, construction

records & all bids, etc.

LA DO, SB, DM

FACILITY OPERATIONS—DAMAGE REPORTS; LOST

AND STOLEN PROPERTY REPORTS

FE+3 yr DO, SB, DM, DT

FACILITY OPERATIONS-PROPERTY DISPOSAL

RECORDS—Documenting disposal of inventoried

property

PM DO

FACILITY OPERATIONS-PROPERTY MANAGEMENT

SEQUENTIAL NUMBER LOGS—Property logs

US+3 yr DO, SB, DM

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

FACILITY OPERATIONS-SECURITY ACCESS RECORDS—

Documents the issuance of keys, identification cards,

passes, passwords, etc.

AC+2 yr

AC=Until superseded, date of

expiration or date of termination,

whichever is sooner

DO, SB, DM

FACILITY OPERATIONS-SURPLUS PROPERTY SALE

REPORTS

PM DO, DM

FACILITY OPERATIONS-UTILITY USAGE REPORTS 1 yr DO, DM

FACILITY OPERATIONS-VEHICLE OPERATION LOGS 1 yr DO, DT

FISCAL-ACCOUNTS PAYABLE/RECEIVABLE LEDGERS FE+3 yr DO, SB

FISCAL-ANNUAL FINANCIAL REPORTS PM DO, SB, DM, DT

FISCAL-RESERVE ACCOUNT INVESTMENT

STATEMENTS

FE+4 yr DO, SB

FISCAL-ANNUAL OPERATING BUDGETS AND

APPROVED REVISIONS

FE+3 yr DO, SB, DM, DT

FISCAL-APPROPRIATION REQUESTS—Includes any

supporting documentation in the appropriation

request

FE+3 yr DO, SB, DM, DT

FISCAL-FINAL AUDIT REPORTS PM DO, SB

FISCAL-BANK STATEMENTS FE+3 yr DO, SB

FISCAL—PAYMENT RECORDS AND SUMMARIES FE+2 yr DO, SB, DM, DT

FISCAL-CANCELLED CHECKS—Stubs/Warrants/Drafts FE+3 yr DO, SB

FISCAL-CAPITAL ASSET RECORDS LA+3 yr DO, SB, DM, DT

FISCAL-CASH RECORDS—Cash deposit slips; cash

receipts log

FE+3 yr DO, SB

FISCAL-DEEDS AND EASEMENTS—Proof of ownership

and right-of-way on property

PM DO

FISCAL-detail chart of accounts—One for all accounts

in use for a fiscal year

FE+3 yr DO, SB

FISCAL-EXPENDITURE JOURNAL OR REGISTER FE+3 yr DO, SB

FISCAL-EXPENDITURE VOUCHERS—Travel, payroll,

etc

AC+6 yr

AC= Termination of employment

DO, SB, DM, DT

FISCAL-EXTERNAL REPORTS—Special purpose, i.e.

federal financial reports, salary reports, etc.

FE+3 yr DO, SB, DM, DT

FISCAL-FEDERAL TAX RECORDS—Includes FICA

records

PM DO

FISCAL-FEDERAL FUNDING RECORDS—Title I; Chapter

2; Title VI-B

FE+5 yr

Or until all pending audits or

reviews are completed

DO

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

FISCAL—FEDERAL—USDA AC+3 yr

AC=submission of final

expenditure

DO

FISCAL-GENERAL LEDGERS; GENERAL JOURNAL

VOUCHERS

FE+3 yr DO, SB

FISCAL-GRANTS—State and Federal AC+3 yr

AC=End of grant or satisfaction of

all uniform administrative

requirements for the grant

CAUTION: Retention

requirements may vary

depending on the specific federal

funding agency

DO, SB

FISCAL-INSURANCE CLAIM FILES AC+3 yr

AC=Resolution of claim

DO

FISCAL-INSURANCE POLICIES—all types AC+5 yr

AC=expiration or termination of

policy according to its terms

DO

FISCAL-LONG-TERM LIABILITY RECORDS—Bonds, etc AC+4 yr

AC=retirement of debt

DO

FISCAL-RECEIPTS JOURNAL OR REGISTER FE+3 yr DO, SB, DM, DT

FISCAL-RECONCILIATIONS FE+3 yr DO, SB

FISCAL-REIMBURSABLE ACTIVITIES—Requests &

approval for reimbursed expenses for travel, training,

etc.

FE+3 yr DO, SB

FISCAL-RETURNED CHECKS—Uncollectable warrants

or drafts

AC+3 yr

AC=After deemed uncollectible

DO, SB

FISCAL-SIGNATURE AUTHORIZATIONS—Records

authorizing an employee to initiate financial

transactions for agency. Also, spending authority

limits

US+FE+3 yr DO

LEGAL-LITIGATION FILES-- PM

CAUTION: May contain attorney-

client privileged information

DO, SB, DM, DT

LEGAL-OPEN RECORDS REQUESTS—documentation

relating to approved or denied requests for records

under Idaho Public Records Law

PM DO

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

LEGAL-OPINIONS AND ADVICE—Does not include

legal opinions or advice rendered on a matter in

litigation or with regard to pending litigation

PM

CAUTION: May contain attorney-

client privileged information

DO, SB

INSTRUCTIONAL – Distance Learning instruction that

is recorded by the District. Such recording is not

required by this policy.

Until the end of the semester. Electronic

NEWS OR PRESS RELEASES PM DO, SB

PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT

REQUEST—Used to create and adjust employee leave

balances

AC+6 yr

AC=Termination of employment

DO, SB, DM, DT

PERSONNEL-APPLICATIONS FOR EMPLOYMENT—

HIRED—Applications, etc required by employment

advertisement

AC+5 yr

AC=Termination of employment

DO, SB, DM, DT

PERSONNEL-APPLICATIONS FOR EMPLOYMENT—NOT

HIRED—Applications, resumes, etc. required by

employment advertisement

AC+2 yr

AC=Date position is filled

DO, SB, DM,DT

PERSONNEL-BENEFIT PLANS PM if current,

US+6 yr

DO

PERSONNEL-COMPLAINT RECORDS—Complaints

received and records documenting their resolution

FE+3 yr

CAUTION: If a complaint

becomes the subject of litigation,

it is subject to a longer retention

period

DO, SB, DM, DT

PERSONNEL-CORRECTIVE ACTION—those actions

which do not affect pay, status or tenure and are

imposed to correct or improve job performance

PM

CAUTION: If during the retention

period these records are used to

support personnel disciplinary

action, the records should be

retained according to Personnel

Disciplinary Action series.

DO, SB, DM, DT

PERSONNEL-DISCIPLINARY ACTION

DOCUMENTATION—those actions that affect pay or

status. They include demotion, dismissal, etc.

PM DO, SB, DM, DT

PERSONNEL-EMPLOYEE STATEMENTS (Affidavits)—for

insurance, personnel or other uses for which

Administration has sought such statements

PM DO, SB, DM, DT

PERSONNEL-EMPLOYEE BENEFITS—documents

relating to selection of benefits other than insurance

AC+6 yr

AC= Termination of employment

DO,

PERSONNEL-EMPLOYEE COUNSELING RECORDS—

Notes, etc. relating to job-specific counseling

PM DO, SB, DM, DT

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

PERSONNEL-EMPLOYEE DEDUCTION

AUTHORIZATIONS—documents relating to all

deductions of Pay

AC+5 yr

AC=After termination of

employee or after amendment,

expiration or termination of

authorization, whichever is

sooner.

DO

PERSONNEL-EMPLOYEE EARNINGS RECORDS PM DO

PERSONNEL-EMPLOYEE INSURANCE RECORDS—

District copy of selection records by employees of

insurance offered by the District

AC+6 yr if current

AC= Termination of employment,

US+ 5 yr

DO

PERSONNEL-EMPLOYEE RECOGNITION RECORDS—

Awards, incentives, etc.

PM DO, SB, DM, DT

PERSONNEL-EMPLOYMENT ANNOUNCEMENT 2 yr DO

PERSONNEL-EMPLOYMENT CONTRACTS Original dates of hire +50 yr DO

PERSONNEL-EMPLOYMENT ELIGIBILITY—

Documentation or verification of Federal report form

INS I-9

PM DO

PERSONNEL-EMPLOYMENT SELECTION RECORDS—all

records that document the selection process: i.e.

polygraph, physicals, interview notes, etc.

5 yr CAUTION: Does not include

criminal history checks

DO, SB, DM, DT

PERSONNEL-FORMER EMPLOYEE VERIFICATION

RECORDS—minimum information includes name,

social security number, exact dates of employment

and last known address

PM DO

PERSONNEL-GRIEVANCE RECORDS—review of

employee grievances against policies and working

conditions, etc. Includes record of actions taken.

PM DO, SB, DM, DT

PERSONNEL-HIRING PROCESS—CRIMINAL HISTORY

CHECKS—criminal history record information on job

applications

PM DO

PERSONNEL-JOB PROCEDURE RECORD/JOB

DESCRIPTION—any document detailing duties of

positions on position-by-position basis

US+8 yr DO, SB, DM, DT

PERSONNEL-LEAVE STATUS REPORT—cumulative

report for each pay cycle showing leave status

FE+3 yr DO

PERSONNEL-LIABILITY RELEASE FORM—statements of

employees, patrons, etc. who have released the

district from liability

PM DO

PERSONNEL-LICENSE AND DRIVING RECORD CHECK PM DO, DT

PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE 5 yr DO, SB, DM, DT

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

PERSONNEL-PAYROLL-DIRECT DEPOSIT

APPLICATION/AUTHORIZATION

AC+6 yr

AC= Termination of employment

US+3 yr

DO

PERSONNEL-PAYROLL-INCOME ADJUSTMENT

AUTHORIZATION---used to adjust gross pay, FICA,

retirement or compute taxes

AC+6 yr

AC= Termination of employment

US+3 yr

DO

PERSONNEL-PAYROLL-Garnishment agreements and

related revisions

AC+3 yr

AC= Termination of employment

DO

PERSONNEL-PERFORMANCE EVALUATION PM DO. SB, DM, DT

PERSONNEL-PERSI ENROLLMENT FILE PM DO

PERSONNEL-PERSI RECORD OF HOURS WORKED—

Irregular help, half-time or greater

Date of hire +50 yr DO

PERSONNEL-PERSI TERMINATION RECORD PM DO

PERSONNEL-PERSONNEL INFORMATION—documents

that officially change pay, titles, benefits, etc.

PM DO

PERSONNEL-POLICY AND PROCEDURES MANUAL—

any manual, etc. that establishes standard

employment procedures

PM DO, SB, DM, DT

PERSONNEL-RESUME-UNSOLICITED 1 yr DO, SB, DM, DT

PERSONNEL-SICK LEAVE POOL DOCUMENTATION—

requests submitted, approvals, number of hours

transferred in an out, etc.

LA+3 yr DO

PERSONNEL-TIME CARD AND TIME SHEET PM DO, SB, DM, DT

PERSONNEL-TIME OFF AND/OR SICK LEAVE REQUEST 5 years DO, SB, DM, DT

PERSONNEL-TRAINING AND EDUCATIONAL

ACHIEVEMENT RECORD-INDIVIDUAL—records

documenting training, testing or continued education

PM DO, SB, DM, DT

PERSONNEL-UNEMPLOYMENT CLAIM RECORD 5 yr DO

PERSONNEL-UNEMPLOYMENT COMPENSATION

RECORDS

AC+5 yr DO

PERSONNEL-W-2 & W-4 FORMS 5 yr from date of termination DO

PERSONNEL—WORKER’S COMPENSATION POLICIES AC+10 yr

AC=expiration of policy

DO

PROCUREMENT-PERFORMANCE BOND—bonds

posted by individuals or entities under contract with

District

PM DO

PROCUREMENT-PURCHASING LOG—Log, etc.

providing a record of purchase orders issued, orders

received, etc.

FE+3 yr DO, SB, DM, DT

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

PROCUREMENT-BID DOCUMENTATION—includes bid

requisition/authorizations, invitation to bid, bid

specifications, and evaluations

FE+3 yr

CAUTION: If a formal written

contract is the result of a bid,

etc., the bid and its supporting

documentation must be retained

for the same period as the

contract.

DO, DM, DT

RECORDS MANAGEMENT—RECORDS RETENTION

SCHEDULE; DISPOSITION LOG (listing records

destroyed or transferred); CONTROL MATERIALS

(indexes, card files, etc.); DESTRUCTION APPROVAL

SIGN-OFFS

PM DO, SB, DM, DT

SAFETY-ACCIDENT REPORTS 8 yrs*

For Minors, 8 yrs after minor

reaches age of 18

DO, SB, DM, DT

SAFETY- OCCUPATIONAL INJURY RECORDS AC+3 yr

AC= Termination of employment

DO, SB, DM, DT

SAFETY-DISASTER PREPAREDNESS AND RECOVERY

PLANS

PM DO, SB, DM, DT

SAFETY-EVACUATION PLANS PM DO, SB

SAFETY-FIRE ORDERS—issued by fire marshal to

correct deficiencies in compliance with the fire code

AC+6 yr

AC=deficiency corrected

DO, SB, DM

SAFETY-HAZARDOUS MATERIALS DISPOSAL

RECORDS—Material safety data sheets must be kept

for those chemicals currently in use that are affected

by the Hazard Communication Standard in accordance

with 29 CFR § 1910.1200(g).

PM DO, DM

SAFETY-INCIDENT REPORTS—Reports concerning

incidents which, upon investigation, were of a non-

criminal nature

6 yr (or 30 yr*)

*Exposure records require 30

year retention per 29 CFR §

1910.1020(d)(ii)(B)Footnote(1)

DO, SB, DM, DT

SAFETY-INSPECTION RECORDS—Fire, safety, and

other inspection records of facilities and equipment

AC+6 yr

AC=Date of the correction of the

deficiency, if the inspection

report reveals a deficiency.

DO, SB, DM

SAFETY-MATERIAL DATA SAFETY SHEETS 30 yrs after the end of use of the

substance

DO, DM

SAFETY-WORKPLACE CHEMICAL LISTS 30 yr DO, SB, DM

STUDENTS-EDUCATION RECORDS—Student’s name,

birth date, last address, dates of attendance,

graduation date and grades earned

As described in Procedure 3570P DO, SB

DISTRICT RECORDS RETENTION SCHEDULE

Retention Codes

AC—After closed, terminated, completed, expired,

settled, or last date of contact

FE—Fiscal Year End (June 30th)

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District

Office

SB – School

Buildings

DM – District

Maintenance

DT – District

Transportation

RECORDS DESCRIPTION RETENTION PERIOD

STUDENTS-SPECIAL EDUCATION RECORDS—

educational records, including eligibility

documentation and IEPs

FE+6 yr except as specified in

Policy 3570P

DO, SB

STUDENTS-MEDICAID RECORDS-claims,

reimbursements, and supporting documentation

FE +5 yr DO, SB

VEHICLE-INSPECTION, REPAIR AND MAINTENANCE

RECORDS

LA+1 yr DO, DT

VEHICLE-TITLE AND REGISTRATION 1 yr DO, DT

VOLUNTEER RECORDS—records may include

recruitment and selection records, volunteer

personnel and intern personnel information forms,

intern agreements, volunteer and intern time records,

emergency notification forms, insurance

documentation and correspondence

AC+3 yr

AC=End of term of volunteer or

intern

DO, SB

WEBSITE/WEB PAGES—INTERNET/INTRANET—system

development documentation for initial setup;

subsequent changes and content of pages

PM DO, SB

In the event that district records do not correspond to any of the above listed categories, the Superintendent will

determine the period of retention for a particular record.

Legal References: I.C. § 33-407 Return of Canvass of Elections

I.C. § 33-508 Duties of Clerk

I.C. § 33-701(8) Fiscal Year—Payment and Accounting of Funds

I.C. § 56-209h Administrative Remedies

I.C. § 67-4131 Records Management Services—Rules, Guidelines, Procedures

I.C. § 74-101 Definitions

I.C. § 74-119 Agency Guidelines

SDE Idaho Special Education Manual Revised 2009, Chapter 11, Section E

SDE Administrator’s Handbook 1.43

Federal Regulation

Idaho Records Management Guide, August, 2013

Policy History:

Adopted on: 12/19/2006

Revised on: 09/24/2013

Revised on: 12/15/2015

Revised on: 10/25/2016

Revised on: 10/23/2018

Revised on: 12/15/2020

Revised on: 11/16/2021

Revised on: 07/19/2022