CMA

Records Retention Schedule

 

This policy defines the minimum time for retention of public school records.Any and all records may be retained for longer than specified in this policy if storage space is available.

 

 

Local

State

Federal

Business Records

 

 

 

Annual Audit

6 years

6 years

6 years

Annual Report (District)

Permanent

 

 

Application for Federal Grants

 

 

6 years

Bank Deposit Slips

6 years

 

 

BLS Labor Ė monthly

 

 

1 year

Bond Issue Materials

Permanent

Permanent

 

Budgets

 

 

 

District Budget Proposal

6 years

6 years

 

Child Labor Permits

 

1 year

 

Correspondence

4 years

1 year

 

Credit Union Applications

1 year

4 years

4 years

Deeds

 

Permanent

 

Dues Authorization

1 year

 

 

FICA Reports

 

6 years

 

Form C-2 Unemployment Wage Report

 

6 years

 

Form 2 Federal Funds

 

 

6 years

Invoices

1 Year

 

 

Job Orders

1 year

 

 

Ledger/Journals

6 years

 

6 years

MS-22 Budget Form

6 years

6 years

 

MS-23 Budget Form

6 years

6 years

 

MS-25 Financial Report

Permanent

Permanent

 

Medical Benefits Application

1 year

 

 

Monthly Financial Status

†† Reports by Building

1 year

 

 

Monthly Reconciliation

1 year

 

 

Property Inventories & Record Cards

6 years

 

 

Purchase Orders

1 year

 

 

Rental Agreements

1 year after ending date

 

 

Request for Payment Voucher

1 year

 

 

Requisitions

1 year

 

 

Retirement Applications

1 year

1 year

 

Retirement Reports

1 year

1 year

 

Special Trip Request/Confirmation

1 year

1 year

 

Supply Orders

1 year

1 year

 

Substitute Teacher Pay Slips

1 year

1 year

 

Student Activities Records

6 years

6 years

 


 

 

Local

State

Federal

Time Cards

†† Custodial

†† Secretarial

†† Other

6 years

 

6 years

Transportation Reports

1 year

1 year

 

Travel Reimbursements

1 year

1 year

 

Treasurerís Report

6 years

6 years

 

Voucher Manifests

1 year

1 year

 

Work Orders

1 year

 

 

W-2ís Yearly

 

 

6 years

W-4 Withholding Exemption From

 

 

6 years

941-E Quarterly Taxes

 

 

6 years

Federal Project Papers

†† Form 1

†† Form 1-A

†† Form 2

†† Form 3

†† Form 3-A

†† Form 4 Quarterly

 

 

5 years after submission of final audit report, unless there is an ongoing audit taking place.

 

 

 

 

Personnel Records

 

 

 

Accident Reports

6 years

6 years

 

Applications

†† Employed

†† Not Employed

†† Interview Documents

†† Letters of Recommendation

†† Transcripts

3 years, or if employed, term of employment

 

 

Attendance Records

†† Leaves

†† Request for Leaves

1 year after audit

 

 

Civil Rights Forms

 

 

6 years

Class Observation Forms

1 year

 

 

Employee Contracts

(keep sample permanently)

†† Teacher

†† Administrative

†† Paraprofessional

†† Custodial

†† Extra-Curricular

1 year

 

 

Evaluations

Term of Employment

 

 

Correspondence

4 years

 

 

Medical Examinations

1 year

 

 


 

 

Local

State

Federal

Superintendentís Re-employment Letter of Assurance to Employees

1 year

 

 

Staff Development Plan

Term of Plan

 

 

Substitute Lists

6 years

 

 

Teachersí Record Cards

Term of Employment

 

 

Teachersí Master Contract

Length of Contract

 

 

Termination Forms

6 years

 

 

 

 

 

 

School Board

 

 

 

Minutes of Board Meetings

Permanent

 

 

 

 

 

 

Student Records

 

 

 

Accident Reports

6 years after age of majority

 

 

Anecdotal Records

†† Discipline Reports

†† Medical Reports from Doctor

†† Excuses (parental)

†† Insurance Forms

Term of Enrollment

 

 

 

Co/Extra Curricular Activities

Term of Enrollment

 

 

Early Release Forms

1 year

 

 

Emergency Procedure Form

1 year

 

 

Enrollment Reports

†† Resident Pupil Membership Forms

†† Fall Reports

†† Pupil Registers

†† School Opening Reports

†† Statistical Report A-3

Permanent

 

 

Examples of Studentís Work

1 year

 

 

Evaluation Material

Term of Enrollment

 

 

Health and Physical Records

†† Shot Record

Term of Enrollment

 

 

Permanent Record Cards

†† Academic††

Attendance

†† Progress

†† Test Scores (Standardized)

Permanent

 

 

Miscellaneous Evaluation Material

Term of Enrollment

 

 

Post High School Placement

6 years

 

 

Registration Form

Application for Free Lunch

†† Application for Reduced Lunch

1 year

 

 

6 years

6 years

 

 

 

 

†††††


†††††

 

Local

State

Federal

Special Needs Student Records

 

As a minimum, these records for special needs should be kept as long as the student is in a program and there is district liability for the education of the student.Retention is recommended for at least six years after termination of the educational program, or six years after the student's twenty-first birthday, whichever is later.

 

Vocational Education

 

 

 

 

AVI Forms

1 year

 

 

 

Center Regional Contracts

20 years

 

 

 

Equipment Inventories

5 years

 

 

 

Federal Forms

 

 

6 years

 

 

 

 

 

 

Board Review/Approved:††††††† August 14, 2008

Amended:††††††††††††††††††††††††††††††† August 9, 2012