Data Retention Policy 1

Data Retention Policy

1. Overview
Records retention and management is an important component of the educational process. Local
Education Providers have a need to store and manage information on general operations, student
records, and finance as part of day-to-day activities. As part of a retention scheme, classes of
documents are retained on different schedules based on various criteria. [LEP] specific record retention
schedules are included in this policy as Appendix A.

2. Purpose
This policy provides general provisions for adherence to records and retention schedules and provide a
consistent [LEP] policy regarding retention and disposal of educational and operational records.

3. Scope
This policy applies to all [LEP] staff involved in collecting, managing, and storing information assets
(whether written or electronic).

4. Policy

A. GENERAL RESPONSIBILITIES

[LEP] shall set records retention schedules to address legal, statutory, and compliance
requirements as well as litigation needs, business processes, and data privacy concerns.
Storage requirements shall be coordinated with the [Insert Appropriate Department] to comply
with their requirements for record storage.

[LEP] retention periods are generally determined by evaluating:

 Applicable regulatory, statutory, legal, or general state and federal compliance

requirements

 Determining electronic data components collected, their purpose, and applying the
appropriate retention procedure to each class of data asset

 Identifying other internal or external entities that collect, store, archive, or use [LEP]
information and records

[LEP] departments shall develop procedures and documentation that implement and maintain
the retention requirements as outlined in this policy. Specific procedures shall specify the
retention time, archival rules, data formats, and the permissible means of storage, access,
and encryption (if any).

B. RETENTION REQUIREMENTS

The [Insert Appropriate Role or Roles] or their designee shall:

 Implement data retention and disposal guidelines limiting data storage and retention
times to those that are required for legal, regulatory, and business requirements

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 Ensure automatic or manual processes exist for the secure destruction of paper and
electronic records when no longer needed

 Follow specific retention requirements for sensitive data as set forth by this policy

 Identify retention periods for log files and audit trails

 Define and enforce email retention requirements

 Determine procedures and personnel to handle litigation, public and individual

records requests

Different types of records require varying retention periods. In addition to describing how
long various types of information must be maintained, retention procedures shall specify:

 Steps used to archive information and locations where this information is stored

 The appropriate destruction of electronically stored information after the identified

retention period. Such steps shall adhere to the requirements outlined in this policy

 Procedures for chain of custody and handling of electronically stored information

when under litigation

In certain instances, individual departments may have unique record retention requirements
outside of documented groups. These shall be documented as part of internal processes and
procedures and communicated to the [Insert Appropriate Role or Roles]. Such requirements
may include contractual obligations with customers or business contacts or data retention
requirements to maintain business operations. In some instances, departments may need to
retain electronically stored information for a historical archive.

During the appropriate retention period for electronic records, archived data must be
retrievable. Doing so shall require the following protocols to be in place:

 As new software and/or hardware is implemented, [Insert Appropriate Department]

support staff shall ensure new systems and file formats can read legacy data. This
may require that older data be converted to newer formats.

 Data that is encrypted must be retrievable. [LEP] shall implement key management
procedures that ensure encrypted data can be decrypted when needed.

When establishing record retention periods, [LEP] shall rely on (in order of precedence):

 Federal guidelines, laws, and statutes

 State guidelines, recommendations, rules, and statutory requirements

 Any [LEP] policy and procedure enhancing existing federal and state retention
periods

5. Audit Controls and Management

On-demand documented procedures and evidence of practice should be in place for this operational
policy. Examples of effective organizational management, audit controls, and employee practices include:

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 Documented record retention schedules and archival information of [LEP] enforcement

 Procedures and anecdotal evidence of data migrations to manage electronic record compatibility
with newer systems

 Documented encryption and decryption strategies that allow for retrieval of archival electronic
records

 Regular employee procedures and anecdotal documentation of records management and

archival processes

 Direct observation of archival records organization and storage

6. Enforcement
Staff members found in policy violation may be subject to disciplinary action, up to and including
termination.

7. Distribution
This policy is to be distributed to all [LEP] staff responsible for data storage and archival processes.

8. Policy Version History

Version Date Description Approved By

1.0 11/29/2016 Initial Policy Drafted

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Appendix A - Retention Schedules

GENERAL RECORDS
Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are
created for administrative purposes for 1 year, and retain those created for convenience or reference
purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained
longer than the record copy.

SCHEDULE 1 SCHOOL BOARD RECORDS

Description: Records generally relating to the elected school board and its members that govern the
school district. The specified retention period applies to the information contained within the record,
regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Minutes of the Meetings of the Board of Education that record the issues that come before the
board at all official meetings and the board’s decisions to these issues.

Retention: Permanent

 Legal Opinions requested by the Board and supplied by school district counsel or the courts,
that provide legal guidance on various matters pertinent to the school district.

Retention: Permanent

 Certification of School Board Election Results that have been validated and affirmed by the
county clerk and record the number of votes each prospective board member or board ballot
issue received.

Retention: Permanent

 Organization and Reorganization Records of the School District that may include but are not
limited to:

o Citizen petitions

o Legal descriptions and maps

o Requests for exclusion

o Mill levy data

o Election results

o Court orders

Retention: Permanent

 Board Meeting Packets that include summary and detail information to be considered at the
upcoming Board meeting.

Retention: Permanent

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 Board Meeting Agendas that provide the schedule of topics that the Board will consider at each
meeting.

Retention: 1 year

 School Board Election Records that include but are not limited to:

o Absentee voter ballots

o Election ballots

o Voter signature cards

o List of registered voters

Retention: 30 days after the election provided the election or the results of it have not been
challenged. Should an election be contested all records are to be retained until such time that the
appropriate court allows them to be destroyed.

 Board Policy and Procedures Manual that identifies the official district policies and procedures
that are to be followed by staff and students

Retention: Permanent

SCHEDULE 2 - GENERAL ADMINISTRATIVE RECORDS

Description: Records generally relating to the administration and direction of the school district’s various
programs. The specified retention period applies to the information contained within the record,
regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Affidavits of Publication - proof of publication provided by newspapers that are required of the
school district’s such as budget, board meetings and other special notices

Retention: 6 years

 Agreements and Contracts of various kinds that document some form of agreement or contract
that is enforceable by law between the school district and other parties regarding leases,
franchises, professional services and other ones that the school district should enter in to.

Retention: Duration of the agreement or contract plus 6 years, to include any terms limiting action
there under

 Annual Report of the school district to the Board of Education and/or citizens of the district.

Retention: Permanent

 Awards and Honors that the district has received from various public or private sources.

Retention: Permanent

 Committee Records - Internal that document the actions and decisions of various committees,
task forces or other special school sanctioned groups that meet on an ongoing basis or are
established for a specific purpose. Some examples of these would be textbook review, school
lunch program and the parent – school resource groups.

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o Ongoing Committees

Retention: 2 years, provided records have no long-term value

o Specific Purpose Committees

Retention: Until work of the committee ends and there is no long- term value.

 Complaints - communications that are received from parents and/or other persons regarding
objections, dissatisfactions or disagreement with school district policies or actions.

Retention: 2 years after response or action by the school district, and all rights of appeal have
been exhausted

 Correspondence – Routine - is written communication that is sent or received by one or more

individuals via the US mail, private courier, facsimile transmission or electronic mail. The
information contained in this type of correspondence is general in nature and does not convey
district policy or legal/fiscal positions.

Retention: 2 years

 Correspondence – Legal, Fiscal, Policy - this written communication is sent in the same
manner as the routine correspondence, but its’ value is important to the school district by the very
nature of its subject matter. Examples of this type of correspondence are communications dealing
with district fiscal policy, legal issues, property records, court filings and other topics that may be
needed for future use.

Retention: Permanent

 Electronic Mail is an electronic message that is transmitted between two or more computers or
electronic terminals.

Retention: Follow the School District’s E-mail Policy

 Forms – Blank that are not considered to be records and should be separated from the school
district’s records. However, a master forms file may be maintained to track the evolution of the
form and instructions regarding use of the form.

Retention: Until superseded, except retain one copy permanently if a master forms file is
maintained

 General Administrative Records that are created or received in the course of administering
programs, including daily, weekly or monthly activity reports which are summarized in the
district’s annual report

Retention: 2 years or until no longer needed for reference

 Housekeeping Files that are maintained by an office and that do not relate directly to the primary
educational mission of the office. Includes such records as charity fund drives, office parties,
custodial service requests, parking space assignments, telephone and fax logs and distribution of
keys.

Retention: Until no longer needed for reference

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 Mail & Postage Records that record the amounts of mail dispatched, the cost center to be
charged and the total amounts of postage charged.

Retention: 2 years

 Minutes of the School Board that serve as the official record of the actions and decisions of the
school district

Retention: Permanent

 Maps & Drawings that relate to building construction and/or remodeling, site plans, engineering,
cartographic or other graphic presentations that are needed for the continued operation of the
school district and its facilities.

Retention: Permanent

 News Releases that are prepared statements or announcements issued to the news media
regarding school board decisions, changes is senior administrative personnel, and or program
changes or termination of specific school programs. It should be noted that major policy or
historical news releases should be retained indefinitely.

Retention: 4 years

 Policy and Program Development Records that document the formulation and adoption of
policies, procedures and functions of the school district. Includes narrative and/or statistical
reports, related correspondence on program activities, organizational charts and records related
to significant events in which the school district participated.

Retention: Permanent

 Publications that are produced for wide internal or external distribution, including district
brochures, pamphlets, studies, proposals, newsletters, proposed instructional materials, and
similar materials produced and made available to the public. One copy should be retained
permanently and extra copy destroyed.

Retention: Permanent

 Reports (Daily, Monthly, Quarterly) that are prepared by various school district departments
regarding the educational operation and/or activities, and are for use in compiling other reports,
planning and budgeting, monitoring academic achievement and progress, etc.

Retention: 3 years

 Resolutions of the School Board that relate to the school district’s endorsement of a position,
action or policy on a given topic such as supporting a statewide referendum on school funding.

Retention: Permanent

 Rules & Regulations adopted by the school board in relation to various school activities and
functions. Examples of these would be to protect students and staff, set standards of conduct and
dress, and provide accountability to the taxpayers.

Retention: Permanent

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 Studies & Plans prepared by the school district or contractors for the district. Examples include
feasibility studies, planning and land use, population estimates, educational achievement, capital
projects, transportation projections and other documents that have long-term reference or
historical value to the school district.

Retention: Permanent

 Surveys & Questionnaires or other similar documents used by the district to evaluate or gain
feedback from students and citizens.

Retention: Until no longer needed for administrative or educational purposes

 Training & Conference Materials that document school employees at seminars, conferences or
other training events not sponsored by the school district, including instructional materials
obtained at these meetings or training sessions.

Retention: 2 years

 Worksheets & Drafts such as rough notes, calculations or drafts assembled or created and used
to prepare or analyze other documents; records of preliminary or working stage which are used in
preparation of the final version or a document or report.

Retention: Until no longer needed

SCHEDULE 3 - STUDENT SERVICES RECORDS

Description: Records generally relating to academic records of children within the school district. The
specified retention period applies to the information contained within the record, regardless of the physical
format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

NOTE: Records of the student from elementary, middle and junior high school should be merged into the
student permanent record when he or she reaches high school.

 Student Permanent Record These records are divided into three categories: personal
information, enrollment history and academic performance. Each Colorado school district keeps
information about students in different ways and on different forms. Therefore, the retention
schedule presents the kinds of information or data elements that are maintained in files, rather
than the names of the forms on which information may be found.

o Personal Information --This information, except for the immunization record, is usually
found with the student's permanent record.

 Student's identification number - A number used for recordkeeping purposes. It

might be one assigned by the district or a Social Security number

 Legal name of student

 Legal name of parent or guardian

 Date of birth

 Address

 Sex

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 Telephone number

 Immunization record for withdrawals

 Enrollment History -- This information may be with the transcript or it may be on a different
form, depending upon the district. It consists of the following:

o Exact date the student enrolled in the district

o Name, city and state of the previous school(s) attended outside the district

o The schools attended within the district

o The dates and grade levels of the student

o Date the student withdrew or graduated from the district

o Name, city and state of the school to which the student is withdrawing

 Academic Performance -- usually found on the transcript or on report cards.

o Classes and/or grade level taken

o Semester grades

o Postsecondary courses/semester grades

o Standardized test scores

o Advanced placement (AP) test scores

o Grade point average (GPA)

o Class rank

o College placement test scores (i.e., ACT/SAT)

Retention: Permanent

 Student Fall Enrollment Report (October Count)

Retention: Permanent

 Student End of School Year Enrollment Report to the Colorado Department of Education that
reports the number of students in school at the close of the academic year.

Retention: Permanent

 Student Cumulative Records that contain optional information on students attending school in
the district. The record may contain but is not limited to:

o Other such information as shall enable school officials to counsel with students and
plan appropriate activities.

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o Immunization record for graduates

o Ethnic code - This code is of use only to the district in which the student is enrolled.

o Withdrawal Grades (sometimes called grades in progress) - Withdrawal grades are

not official grades, i.e., no credits are earned. Their purpose is to facilitate enrollment
at the student's next school.

o Supplementary programs - Examples of such programs are gifted and talented,

bilingual, English as a Second Language (ESL), Chapter 1, etc.

o Health records - Hearing and vision screenings, visits to the school clinics, or similar
records are not required information.

o Signed releases of records - The purpose of this record is to document whether or

not student record information was released, as requested by the parent or student.

o Progress reports - Mid-semester grades which inform parents and students of how
the student is doing. These are not official grades and do not have long-term value.

o Out-of-district records

o School fines

o Emergency information

o Marriage licenses - Students may obtain a copy from the state or country in which
they were married. It is not the responsibility of the school district to maintain these
records permanently.

o Birth certificates - Students may obtain a copy from the state or country in which they
were born. It is not the responsibility of the school district to maintain these records
permanently.

o Court orders denying access to records

o Adoptions - The child's legal name should be changed on the transcript, although the
previous name should also remain part of the transcript. It is not the responsibility of
the school district to maintain permanent adoption records.

o Guardianships - It is not the responsibility of the school district to maintain

guardianship records.

o GED records - This information is retained permanently at the Colorado State

Department of Education.

Retention: (1) For graduates: purge immediately after graduation. (2) For withdrawals:
destroy after the student leaves the district unless there is a compelling need to keep it
longer.

 Student Drop Out Records are distinct from the student cumulative record and are maintained
as a separate file.

Retention: 10 years

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 Student Transfer In-Transfer Out Records are distinct from the student cumulative record and
are maintained as a separate file.

Retention: 10 years

 New Student Orientation Schedules.

Retention: 1 year

 Report Cards that document the periodic report by a school about a student's academic,
social, emotional, and physical progress. Information includes but is not limited to full legal
name of student; teacher's name; name and address of school; indication of attendance
during reporting period; grades; and other related information.)

Retention: 1 year after school year in which records were created provided semester grade is
recorded in the student permanent record

 Student Schedules File of forms completed by school personnel for student scheduling into
class. Information includes printouts of student schedules, class lists, student class
assignments and requests for change of schedule.

Retention: Until no longer needed for administrative purposes, then destroy

 Student Discipline, Suspension, and Expulsion Records documenting inappropriate student

behavior and corrective actions taken. Information includes referral and action form, notes,
letters to parents, suspension documentation, detention documents, hearing notices, bus
driver referrals, statements and conference notes.

Retention: (1) When suspended and subsequently expelled permanently: Transfer to Student
Permanent Record File and retain until student reaches the age of 21.(2) When disciplined or
temporarily suspended and returned to school with no further rules infractions: 3 years

 Student Truancy Records - Records created to document student's excessive absences and
action taken to correct the problem by school personnel. Information includes referral and
action forms, letters to parents, attendance profile sheets, correspondence, release forms,
copies of initial court petitions, copies of court orders, hearing notes, affidavits and visitation
documentation.

Retention: 3 years after school year in which records were created

SCHEDULE 4 - SPECIAL SERVICES/SPECIAL EDUCATION RECORDS

Description: Records generally relating to special needs of children within the school district. The
specified retention period applies to the information contained within the record, regardless of the physical
format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Special Services Student File - Records may include but are not limited to:

o EP and Supporting Documentation

o ISP (Individual Service Plan)

o IFSP (Individual Family Service Plan)

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o Testing Documentation

o Health Record

o Psychological Report

o Student Achievement

o Referrals, Permissions & Notices

o Student Assessment Reports

o Evaluations and Accompanying Reports

o Outside Agency Information

o Literacy Plan

o Behavior Support Plan

o Communication Plan

o Health Plan

o Service Plan

o Request for Records

o Record of Access

Retention: Five years after all special services/special education and related services have ended
PROVIDED that the school district has issued a notification of pending destruction to the parents
and/or guardians.

SCHEDULE 5 - BUILDINGS & GROUNDS RECORDS

Description: Records generally relating to the construction and operation of facilities and grounds within
the school district. The specified retention period applies to the information contained within the record,
regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Construction Project Files -Records may include but are not limited to:

o Surveys and plot plans that pertain to school real estate

o Final blueprints, specifications and shop drawings and all modifications made thereto

o ADA plan

o Evacuation plan

o Federal and state environmental reports (asbestos, lead, radon etc.)

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o Certificate of occupancy and final building inspection reports

Retention: Permanent

 Deeds to Real Property that legally convey the land to the school district ownership and include
the filing reception number in the county clerk and recorder’s office.

Retention: Permanent

 Building Key Schedules that itemize the list of different master keys and individual keys, and the
assigned holders of those keys.

Retention: Until superseded plus 1 year

 Inventory of Buildings or Grounds Equipment that itemizes the authorized support equipment
assigned to each school or facility.

Retention: Until superseded plus I year

 Maintenance Records for Each School Facility that record the service and repair record on the
building and equipment.

Retention: Life of the equipment or 10 years whichever comes later

 Record of Utility Usages documents the electricity, gas, water or other utility that each building
consumes each month or year.

Retention: 5 years or until no longer needed

 Application and Approval for Use of School Premises for purposes other than regular school
activities.

Retention: 2 years

 Working Drafts of Proposed Drawings that are used to provide for making estimates and other
needs before proceeding to request official cost estimates for construction or alteration work.

Retention: 2 years

SCHEDULE 6 - STUDENT ACTIVITIES RECORDS

Description: Records generally relating to the operation of student activities programs, athletic events,
clubs and organizations within the school district. The specified retention period applies to the information
contained within the record, regardless of the physical format of the record (paper, microfilm, computer
disk or tape, optical disk, etc.).

 School Yearbooks that are printed each year to record the highlights of the school year and
document those students who attended each grade level.

Retention: Permanent

 Student School Policy Handbook that inform and advise the student of the Board of Education
rules and regulations and any specific school building requirements.

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Retention: Until superseded

 Student Organization Records that serve the as the by-laws, election documentation and minutes
of the organization. Some of these organizations are:

o National Honor Society

o Future Homemakers of America

o Future Farmers of America

o Future Business leaders of America

o Student Council and other school clubs

Retention: Until no longer needed by the organization

 Alumni Lists that identify the names of students who have graduated.

Retention: Until updated

 Scholarship Awards that document the students and scholarships that were awarded to them.

Retention: 5 years

 Scorebooks (Athletics) that have recorded the game scores and statistics for various athletic
events.

Retention:: 5 years

 Athletic Equipment Inventory a summary of authorized uniforms, equipment and other athletic
support items necessary for class instruction or interscholastic sports.

Retention: Until audited plus 2 years

 Athletic Agreements between Schools provide for the specifics of when and where an athletic
event will be played and who will provide for officiating and other contest requirements.

Retention: 2 years after expiration of the agreement

 Athletic Officials Contracts these are independent game contracts that an official agrees to
officiate on a specific day and time for a set fee. Most, if not all, are coordinated with the Colorado
High School Activities Association.

Retention: 2 years

 Athletic Conference Reports may document the reporting required by the athletic conference,
proposed game schedules and other procedural information.

Retention: 2 years or until no longer needed

 Athletic Eligibility Certificates and Reports that verify the eligibility of students to participate in
interscholastic events.

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Retention: 1 year

 Athletic Event Schedules, which identify the date, time, location and team being played.

Retention: 2 years

 Physical Education Excuses that exempt a student from physical education classes or contests.

Retention: Until no longer needed

SCHEDULE 7 - FINANCIAL RECORDS

Description: Records documenting and ensuring accountability for the receipt and expenditure of public
funds. The specified retention period applies to the information contained within the record, regardless of
the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Accounts Payable Records - that serve as the basis for payment of bills by the school district,
including copies of bills paid, copies of checks, invoices, purchase orders and receiving reports,
and correspondence with vendors.

o Accounts Payable Records in General

Retention: 6 years + current

o Balance Sheets

Retention: Until updated

o Bills Paid - Includes invoices and statements.

Retention: 6 years + current

o Charge Slips and Credit Card Statements - Documentation of charges for items such as
printing and meals or credit card transactions.

Retention: 2 years + current

 Credit Card Records - Records of credit cards issued to the school district for official school use.

Retention: 1 year + current after cancellation

 Expense Records -Records maintained to document travel, mileage, claims for reimbursement
and other expenses of school officials while on educational business, including requests,
authorizations, reimbursements and other similar.

Retention: 2 years, provided audit has been completed

 Form 1099 - Sent to vendors such as contractors when the vendor's charges for services

Retention: 4 years

 Petty Cash Records - Records of petty cash funds account and requests for petty cash for
various purposes.

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Retention: 1 year + current

 Vendor Files - Files maintained as a unit to track accounts payable activity for specific vendors,
including information such as Federal Taxpayer Identification Number, name and address,
correspondence, copies of checks, etc.

Retention: 6 years + current

 Accounts Receivable Records that serve as the basis for collection of amounts owed by vendors,
organizations and citizens having accounts with the school district and documentation of billing
and collection of monies.

o Accounts Receivable Records in General

Retention: 2 years + current

o Balance Sheets

Retention: Until updated

o Cash Books, Receipts and Reports - Cash book showing receipts, cash account pre-edit
listing, daily cash reports and other documentation of receipt of monies for fees, parking
tickets, rentals, registrations, etc.

Retention: 2 years + current

 Cash Register Validation Tape

Retention: 1 year + current

 Invoices and Statements Issued by School District - Billings by school district to outside
companies or institutions for damages, supplies, services or repairs, etc.

Retention: 6 years + current

 Audit Records documenting external audits of the financial position of the school district

o Audit Reports - Annual or special reports prepared by external auditors examining and
verifying the school district financial activities or the financial activities of a fund,
department or other component of the municipal government.

Retention: Permanent

o Audit Work Papers - Documentation consisting of routine correspondence with auditors

and copies of school district records compiled for use by auditors in performing an audit.

Retention: 2 years + current after completion of audit

 Bank Records that document the current status and transaction activity of school district funds
held at banks

o Bank Statements - Monthly statements showing the amount of money on deposit to the
credit of the school district

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Retention: 6 years + current

 Check Records

o Cancelled Checks

Retention: 6 years + current

o Duplicate Copies of Checks - Carbon copies or photocopies of checks issued and

maintained solely as a quick reference source.

Retention: 1 year + current

o Register - Check - Chronological listing of check entries.

Retention: 6 years + current

o Stubs - Check

Retention 1 year + current

o Deposit Pass Books - records of school district savings account deposits, withdrawals
and balances.

Retention: 6 years + current

o Deposit Slips - Bank cashiers' slips showing amount and date of deposit of monies into
school district accounts.

Retention: 1 year + current

o Reconciliations

Retention: 6 years + current

o Trial Balances

Retention: 2 years + current

 Bond Issue Records

o Bond Issue Files - Records that document the authorization to finance school
improvements through bonded indebtedness and implementation of school bond issues,
including bond anticipation notes, industrial development revenue bonds, general
obligation bonds, revenue and refunding bonds, water bonds and special improvement
bonds; usually include correspondence and general documentation, authorizations
supporting financial arrangements, bond ratings, contracts or sales agreements, and
sample copies or specimens of bonds sold as evidence of school district indebtedness.

Retention: 2 years after final payment

o Bond Issue Proceedings Books - Certified record of proceedings related to a bond issue,
containing specimen (usually original) documents related to the approval process and

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issuance of bonds typically compiled in book form for presentation to the school district
by the bond agent or bond counsel.

Retention: Permanent

o Bonds, Notes and Coupons Paid - Cancelled or redeemed bonds and coupons received
from paying agents throughout the lifetime of the bond issue; cancelled upon receipt.

Retention: 1 year after maturity

o Bond Registers and Ledgers - Used to document the redemption of coupons for school
district bonds. Bond registration and redemption transactions may be handled by a bond
registration or paying agent for some school districts.

Retention: Permanent

 Budget Records

o Budget - Final Adopted - Final financial plan for the budget established by the school
district as approved by the school board for the allocation and budgeting of all
expenditures of the school district .

Retention: Permanent- Duplicate Copies Until superceded

o Budget - Preliminary - Draft version of the budget presented for public inspection and
review prior to consideration of the budget by the school board.

Retention: 1 year after adoption of final budget

Duplicate Copies: Until final budget is adopted

 Budget Reports

o Monthly or Quarterly Reports - Periodic reports regarding the status of receipts and
disbursements in comparison to the adopted budget.

Retention: 2 years + current

o Year-End Reports - Summary annual budget reports compiled at year-end.

Retention: 6 years + current

o Budget Work Papers - Papers used to assist in the preparation and review and decision-
making processes for department budget request, including reports, budget instructions,
work sheets, spending plans, budget proposals, financial forecasting reports and similar
records.

Retention: 1 year + current

 Fee and Rate Schedules that document the fees and rates collected by the school district for
various services.

Retention: Retain current and previous schedules

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 Financial Guarantees - Records relating to the acquisition and release of various forms of
financial guarantee -- including escrow accounts, letters of credit, liens, promissory notes --
required by the school district from other parties to ensure performance, payments or the
completion of certain specified actions, such as the completion of projects, required
improvements or the payment of delinquent bills or assessments.

Retention: 1 year after expiration, completion of guaranteed project (if applicable) or release of
the guarantee by the school district

 Fixed Asset Records - Inventories and listings kept to track and control the fixed assets of the
school district, including buildings, real estate, office equipment, tools, machinery, and other
equipment.

o Annual Reports - Work sheets compiled for annual reports listing totals of all fixed assets,
purchases and disposition of assets.

Retention: Until superseded

o Auction Records - Summary reports and other records of school district property sold at
public auction.

Retention: 2 years + current

o Depreciation Detail

Retention: 3 years + current

o Disposition Records - Records of disposal of school district property (non real estate) and
unclaimed, abandoned or confiscated property such as bicycles and computer equipment
by competitive bidding or destruction, including date, department name, description of
item, value, disposition, method and reason for disposition, condition, value and
approvals.

Retention: 3 years + current after disposition of property

o Fixed Asset Files - Listings of all school district property (buildings and real estate),
vehicles, equipment and furniture. Includes description, cost, date purchased, location,
name of vendor and depreciation.

Retention: 10 years

o Inventories - Fixed Assets - Listings of expendable and non-expendable property of the

school district, including buildings, real estate, vehicles, furniture, equipment, supplies
and other items owned or administered by the school district.

Retention: Until revised + 1 year

o Surplus Property Records - Documentation of the sale of surplus real property, including
invitations, bids, acceptances, lists of materials, evidence of sales and related
correspondence.

Retention: 6 years after final payment

 Trust Fund Records - Documentation of bequests to the school district

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Retention: 2 years after trust fund closed

 Government Revenue Programs - Records pertaining to governmental programs allocating state

or federal revenue sharing funds to school district for specific purposes.

o Federal Revenue Programs

 Federal Excise Tax - Exemption certificates from gasoline vendors issued to the
school district, which are required for allowance of federal tax credits for vendors
to bill less the excise tax.

Retention: 6 years + current

 Revenue Sharing - Documentation and reports of the school district's receipt and
reallocation of federal revenue sharing funds, including public notices,
expenditure records and reports, project records, financial and payroll records,
etc.

Retention: 6 years + current

 Instructions for Completing Government Forms

Retention: Until superseded or obsolete

 Grant Records - Files pertaining to applications for grants and the administration, monitoring and
status of grants received by the school district from private and governmental sources.

o Awarded Grants – Documentation of awarded grants that are accepted by the school
district, including records of grant application, performance under the grant, grant
contracts and agreements, annual and final performance reports.

Retention: Duration of grant + 6 years

o Rejected Grants - Documentation of grants applied for by the school district and either
rejected by the grantor or not accepted by the school district.

Retention: 2 years + current after rejection or withdrawal

o Reports - Grant Funded Programs - Periodic reports on the administrative and fiscal
operations of federal or state funded programs compiled on a monthly, quarterly, or
semiannual basis.

Retention: 3 years after completion of all applicable audits

o Supporting Documentation - Background supplemental information relating to grant

applications and administration.

Retention: 3 years after conclusion of the grant

 Insurance Records

o Certificates of Insurance - Documentation provided by insurance providers as proof of

insurance coverage for specific purposes.

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 Major School District

Retention: 10 years after substantial completion

 Other Certificates of Insurance

Retention: 6 years after expiration

 Claim Records - Records of claims for damages made by the school district against other parties
and made by other parties against the school district.

o Claim Records - Statements of claims and completed claim forms.

Retention: 6 years + current

o Claim Reports - Summary reports regarding handling and disposition of claims made
against the school district and/or its insurance company by other parties

Retention: 6 years + current

 Employee Insurance Claim Records - Records pertaining to employee claims for medical, dental,
long term disability and other insurance coverage.

Retention: 3 years + current after incident is closed and all rights of appeal have expired

 Insurance Policies - Documents issued by the insurance company to outline liability, theft, fire,
accident, property damage and other coverage and risk control standards for the school district
under the insurance policy.

Retention: 6 years after expiration of policy, or after all claims made under the policy are settled,
whichever is later

 Investment Records -Records documenting various investments made by the school district.

o Bank Statements - Investments

Retention: 2 years after investment ends

o Certificates of Deposit - Registers

Retention: 6 years after maturity

o Money Market Certificates

Retention: 6 years + current after maturity

o Reports - Investment of Funds

Retention: 6 years provided audit has been completed

o Saving Bond Records

Retention: 6 years + current after final payment

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o Treasury Bills and Notes

Retention: 6 years + current after maturity

 Ledgers and Journals

o General Ledger - Year-end summary of receipts and disbursements by account and fund
reflecting the general financial condition and operation of the school district. May also
include documentation from subsidiary ledgers to general ledger an accounting
adjustments in the form of general entries.

Retention: Permanent

o Subsidiary Ledgers and Journals - Daily, monthly or quarterly transaction detail showing
receipts and expenditures such as depositor payment amount, date payee, purpose, fund
credited or debited, and check number; provides backup documentation to General
Leger.

In General

Retention: 2 years

 Loan Records - Records of loans entered into by the school district

Retention: 6 years + current after payment and cancellation

 Purchasing Records - Records pertaining to procurement of services or commodities, including

purchase requisitions, purchase order, vouchers, field order, work orders, invoices and supporting
documentation for purchases.

 Purchasing Records in General (Orders and Requisitions)

Retention: 4 years + current

 Bids - Bids, quotes and proposals regarding services and commodities received by the school
district in response to solicitations.

o Accepted Bids - Received from successful bidders.

Retention: 6 years _ current after acceptance of the bid

o Rejected/Unsuccessful Bids - Received from unsuccessful bidders.

Retention: 2 years + current

o Unsolicited Bids - Received from bidders without solicitation

Retention: 2 years + current

 Lease-Purchase Records - Records pertaining to the acquisition of property by lease-purchase

transactions.

Retention: Term of lease-purchase arrangement + 6 years

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 Procurement and Purchasing Policies - Directives, memoranda or manuals pertaining to policies

established by the school district for the procurement of commodities and services

Retention: Permanent

 Duplicate Copies Until superseded

 Purchasing Control Forms - Purchase orders, purchase requisitions, field purchase orders,
vouchers and other forms documentation to procurement process.

Retention: 6 years + current

 Solicitations and Specifications - Requests for proposals (RFPs), requests for quotations (RFQs),
and other solicitations by the school district for competitive bids, proposals or quotes for the
provision of services or commodities; includes bid specifications.

Retention: 6 years + current

 State Bid List

Retention: Until superseded

 Vendor Lists - Listings of vendors providing goods and services to the school district, usually
including names, addresses, phone numbers, description of goods or services provided.

Retention: Until superseded or obsolete

 Reports – Financial - Reports created for internal use to document the status of funds, bank
accounts, investments and other accounting of school district funds, including financial projection
reports.

o Annual Financial Reports - Statistical reports on the financial affairs of the school district
or specific departments, including a statement on the value of all school district owned
property and an accounting of all income and expenditures in relationship to the final
budget.

Retention: Permanent

o County Treasurer's Reports - Periodic reports of the County Treasurer regarding the
distributions of taxes collected on behalf of the school district, including information
regarding taxes collected, interest and fees.

Retention: 10 years + current

o Revenue and Expenditure Reports - Reports including information regarding cost

analysis, itemized expenditures and revenue sharing.

Retention: 6 years + current

o Departmental Expenditure Reports

Retention: 1 year + current

o Financial Reports - Monthly

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Retention: 2 years + current

 Cash Receipt Journals

Retention: 2 years + current

 Worksheets Financial - Documents such as rough notes, calculations or drafts assembled or

created and used to prepare or analyze other documents; spreadsheets, worksheets, preparatory
notes, tentative financial estimates and projections, and other documentation of a preliminary or
deliberative and transitory nature.

Retention: Until no longer needed.

SCHEDULE 8 - TRANSPORTATION RECORDS

Description: Records generally relating to the operation and maintenance of the school district’s
transportation program. The specified retention period applies to the information contained within the
record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical
disk, etc.).

 Driver Qualification File – to include but not limited to:

o CDE school bus driver annual written test

o CDE small vehicle driver annual written test

o Driving performance test

o DOT medical report

o Motor vehicle record check

o First aid certificate

o Commercial driving license (CDL) copy

Retention: 6 years

 Driver Qualification File Continued – new hires:

o Pre-service training record outline

o Mountain driving written test

o Adverse weather driving written test

o CDL skills test

Retention: Until driver resigns, is terminated or retires

 Vehicle Maintenance File – to include but not limited to:

o Annual inspection form

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o Vehicle repair form

o Preventive maintenance inspection form

Retention Life of the vehicle or 10 years

 Daily Pre-Trip Inspection Sheets that verify the driver has completed the required inspections.

Retention: 6 months

 Emergency Evacuation Drills that document the driver’s knowledge and application of evacuation
procedures.

Retention: 3 years

 Emergency Evacuation Talk Checklist that spell out the correct and proper procedures for
students and teachers to follow in the event of an emergency.

Retention: 6 months

 Transportation Service Hours that detail the schedule of service for the district’s vehicles.

Retention: 6 months

 Drug and Alcohol Test Results that are required of transportation section employees.

Retention: 5 years

 In-Service Training Record that documents the annual training provided to each driver and
maintenance person.

Retention: 6 years

 Fingerprint Reports from the Colorado Bureau of Investigation and FBI

Retention: Until driver resigns, is terminated or retires

 Annual Inspector Files that verify an inspector’s competence in certain areas.

o Initial certification

o Hands on score sheets

o Inspector written test

o Re-certification sticker

o Brake inspector qualifications

Retention: Until inspector resigns, is terminated or retires

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SCHEDULE 9 - INSTRUCTION RECORDS

Description: Records generally relating to the teaching instruction efforts that occur within the school
district. The specified retention period applies to the information contained within the record, regardless of
the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 District Test Scores (State and Federal Mandated) that reflect student academic achievement.

Retention: Permanent

 Textbook Inventory of instructional books that are used in the classroom.

Retention: Retain until superseded + 1 year

 Teacher’s Grade Books that record the daily and term grades for each student.

Retention: 1 year + current provided term grades are recorded to the permanent student record

 Application for Approval for Matching Federal Funds to Train Driver Education Teachers

Retention: 3 years + current

 Application for Federal Matching Funds to Purchase Driver Education Simulation Equipment

Retention: 3 years + current

 Counselor Records that are used to counsel a student on specific and general aptitudes, and
areas of student interest.

Retention: 3 years + current

 Teacher Prep Plans completed by the classroom teacher that identify the weekly educational
objectives and/or goals of each class instruction period.

Retention: Until no longer needed

SCHEDULE 10 - LIBRARY AND MEDIA RECORDS

Description: Records generally relating to the operation and maintenance of the school district’s library
program. The specified retention period applies to the information contained within the record, regardless
of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Acquisition and Deaccession Records that document the process of requesting, purchasing and
acquiring, as well as deaccessioning, books, periodicals, audio-visual, and other library materials.
Records may include but are not limited to accession and deaccession registers; correspondence
with publishers; questionnaires; request forms; bibliographic data; receipt notations; and related
documentation.

Retention: 3 years + current

 Audio-Visual Materials and Equipment Loan Records that document the loan, rental, scheduling,
and delivery of audio-visual or media material and equipment to school, district, faculty or staff.
Records may include but are not limited to request forms; extension and cancellation records;
borrower identification; title and material identification; shipping or delivery information; booking

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records; attendance and number of times media used or shown; usage statistics; accounting
records concerning the cost of material; and related documentation.

Retention: 3 years + current

 Circulation Records that document the borrowing of circulating library, audiovisual, media and
learning resource center materials by students and faculty. Records may include but are not
limited to name of borrower, title of material borrowed, due date, overdue status, overdue notices,
and related documentation.

Retention: 1 year after school year in which records were created.

 Copyright and Duplication Records that document permission received from authors, publishers,
producers, and distributors of video programs and other media and materials to allow the school
or district to duplicate the material without copyright infringement. Records may include but are
not limited to agreements which state the terms and conditions, copyright releases, authorizing
signatures, and related documentation and correspondence.

Retention: 6 years + current

 Library and Media Inventory Records that document approved lists of books, periodicals, audio-
visual materials, and other library materials. Records may include but are not limited to annual
inventories and lists of books, periodicals, audio-visual materials, and other materials; and lists of
books and materials on specific subjects. Lists document material approved for use in the school
or district; materials that may be borrowed from centralized media and resource centers; and are
used in the acquisition of materials.

Retention: 3 years + current

 Library Catalog Records that document the maintenance, and retrieval of the holdings of the
school library; professional library; teaching resource center; and audiovisual, media, or resource
center of the school and district.

Retention: Until updated + 1 year

SCHEDULE 11 - FOOD SERVICE RECORDS

Description: Records generally relating to providing food services within the school district. The specified
retention period applies to the information contained within the record, regardless of the physical format of
the record (paper, microfilm, computer disk or tape, optical disk, etc.).

 Food Inventories that document all foods purchased, received and distributed by the schools.

Retention: Until audited + 1 year

 Food Equipment Inventories that record major pieces of equipment and include warranties and
guarantees of cafeteria and kitchen equipment.

Retention: Life of the equipment + 1 year

 Menus which list the planned food to be served for each school day.

Retention: 3 years after the end of the federal fiscal year to which they pertain

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 Daily Food Production Records documenting the quantities of food used each day.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Meals Served that identifies the daily number of meals served in each school.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Prepaid Meal Records that records meal ticket information of payments made in advance.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Free/Reduced Meal Roster that lists the names of the participating students.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Free/Reduced Price Meal Records which which include application for free or reduced prices and
compliance and verification records. May include additional criteria that a district uses in making a
decision to approve an application.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Daily Receipt Reports that document the food/meal sales receipts for each day. May include cash
register tape sales, cash sales, and a summary report.

Retention: Until audited + 1 year

 Federal Claim for Reimbursement that documents the total number of free, reduced, paid
breakfasts and lunches served during the month that are being claimed for reimbursement of
federal funds.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Receipts/Receipt Books that documents monies received by Food Services for meals and
services rendered.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Food Purchase Orders (includes food commodities) that authorize the delivery of a specified food
product, merchandise showing the amount of funds authorized for the same.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Payment Vouchers for Food Service Claims that identify a request for payment to a vendor for
food goods or services in accordance with approved purchase orders.

Retention: 3 years after the end of the federal fiscal year to which they pertain

 Food Services Annual Report which documents in summary fashion the activities of this service
area for the past year.

Retention: 5 years + current

 Commodity Records related to the distribution and usage of USDA donated foods that may
include the following:

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o Commodity Agreement with the school district

o Allocation Form of food offered, accepted or rejected.

o Current/Daily Commodity Inventory

o Semi-Annual Commodity Inventory

o Food Preference Reports

o Commodity Delivery Invoices/Delivery Tickets ()Signed)

o Processing and Storage Invoices

o USDA Commodity Rebate Forms

o Food Transfer Record (food transferred to another shool)

o Food Loss/Destroyed Inventory

Retention: 3 years after the end of the federal fiscal year to which they pertain

SCHEDULE NO. 15 - PERSONNEL RECORDS

Description: Records relating to the hiring, employment, safety, benefits, compensation, retirement and
termination of school district employees. The specified retention period applies to the information
contained within the record, regardless of the physical format of the record (paper, microfilm, computer
disk or tape, optical disk, etc.).

 Affirmative Action Records - See Schedule 15 Compliance with Regulatory Requirements.

 Agreements and Contracts – Personnel - See also Schedule 7 Agreements and Contracts.

o Collective Bargaining Agreements

Retention: 3 years after expiration [29 CFR 516.5]

o Employment Contracts Individual employment contracts or where contracts or

agreements are not in writing, a written memorandum summarizing the terms.

Retention: 3 years after expiration [29 CFR 516.5]

 Americans with Disability Act Records - See Schedule 15 Compliance with Regulatory
Requirements.

 Benefits - Records pertaining to fringe benefits, insurance coverage and benefit plans for
employees.

o Group Health Insurance – Continuation of Coverage Records showing covered

employees, their spouses and dependents have received written notice of continuing
group health insurance and COBRA rights, and whether the covered employees,
spouses and dependents elected or rejected coverage.

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Retention: 3 years + current2

o Benefit Plans Documentation relating to employee health, dental, vision and other
insurance plans; Social Security, pension, deferred compensation, Individual Retirement
Accounts, money purchase plans, retirement and similar plans; including a benefit plan
description and/or a summary benefit plan description.

Retention: Full period that plan or system is in effect, plus 1 year after termination of the
plan [29 CFR 1627.3]

o Plan Basis Records providing the basis for all required plan descriptions and reports
necessary to certify the information, including vouchers, worksheets, receipts, applicable
resolutions.

Retention: Not less than 6 years after filing date of documents [29 USC 1027 and 29 CFR
2520]

 Bonds – Public Officials - Fidelity, surety, blanket or other bonds intended to guarantee honest
and faithful performance of officials such as the financial officer or administrator [CRS 31-4-219,
CRS 31-4¬401].

 Retention: 6 years + current after term expires

 Compliance with Regulatory Requirement - Affirmative Action Compliance Records relating to the
school district's compliance with Title VII of the Civil Rights Act [29 CFR 1602].

o Affirmative Action Plan

Retention: Permanent

o Affirmative Action Records - Records of requests for job applicant's reasonable

accommodation applications, hiring, promotion, demotion, transfer, layoff, termination,
rates of pay, selections for training or apprenticeship.

Retention: 2 years [29 CFR 1602.31]

o Report EEO-4 Records submitted to the Equal Employment Opportunity Commission

(EEOC) documenting compliance with EEOC requirements by school districts with 15 or
more employees.

Retention: 3 years [29 CFR 1602.30; 29 CFR 1602.32]

o Americans with Disabilities Act (ADA) Compliance - See Schedule 15 Physical and
Medical Records.

o Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) Compliance - See

Schedule 15 Benefits – Group Health Insurance – Continuation of Coverage.

o Family and Medical Leave Act (FMLA) Compliance - See Schedule 15 Physical and
Medical Records.

o Occupational Safety and Health Act (OSHA) Compliance - See Schedule 15 Physical and
Medical Records.

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 Employee Records – Active and Terminated Documentation of an individual employee's work

history, including information regarding active and terminated employees maintained because of
the employer-employee relationship, such as records pertaining to age, address, telephone
number and social security number; notices of appointment; tuition reimbursement; classification
questionnaires; commendations; disciplinary and personnel actions relating to the employee,
including hiring, evaluation, demotion, promotion and termination of school employees; letters of
commendation; letters of resignation; emergency notification forms; oaths of office; job-related
training documentation; performance evaluations; salary documentation; selection of benefit
plans, etc. [CRS 24-72-202(4.5)]. See also other employee and personnel records listed
elsewhere in Schedule 15.

Retention: 10 years after retirement or separation, provided that records relating to hazardous
material exposure are retained 30 years after separation. Duplicate Copies Transfer to custodian
of record copy upon termination of employment.

 Employee Records – Temporary and Seasonal -Records and documentation relating to

employment of temporary and seasonal employees, except for payroll and fiscal information.

Retention: 3 years after termination, except payroll and fiscal records

 Expense Records - See Schedule 5 Accounts Payable Records.

 Garnishments See Schedule 15 Payroll Records.

 Grievances Records of personnel grievances filed by employees.

Retention: 3 years + current after settled

 Health and Safety Records See also Schedule 15 Physical and Medical Records and Workers'
Compensation.

o Hazardous Materials Exposure - Records of any personal or environmental monitoring of

exposure to hazardous materials, lead and asbestos, chemicals, toxic substances, noise,
dust, heat, cold, repetitive motion, blood-borne pathogens, biological agents, bacteria,
virus, fungus, radiation, or other dangerous work-related conditions.

Retention: 30 years after separation [29 CFR 1910.1020 and 15 USC 2622]

o HIPPA Authorizations for Release of Information - Employee (patient) authorizations for

release of protected information.

Retention: 6 years from date of creation of the record

o Material Safety Data Sheets (MSDS) -Employers must have a MSDS on file for each
hazardous chemical they receive and use and ensure copies are readily accessible to
employees in their work area. Employer must keep records of chemicals used, where
they were used and for how long [29 CFR 1910.1200]. Retention Until superseded or 1
year + current after chemical is disposed of or consumed provided the employer retains
some record of the identity (chemical name if known) of the substance or agent, where it
was used, and when it was used for at least 30 years

Retention: Until superseded or 1 year + current after chemical is disposed of or

consumed provided the employer retains some record of the identity (chemical name if
known) of the substance or agent, where it was used and when it was used for at least 30
years.

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o Safety Committee Records - See Schedule 7 Committees – Internal.

o Safety Policies and Procedures - See Schedule 7 Policies and Procedures

Documentation.

o Safety Training Information - Manuals, handbooks and similar documentation of safety

training provided to employees.

Retention: 1 year + current

 I-9 Forms Record of verification of citizenship and eligibility to work in the United States, including
verification documentation that establishes identity and eligibility (Immigration and Naturalization
Services Form I-9, Employment Eligibility Verification Form); applies to all employees hired after
November 6, 1986.

Retention: 3 years from date of hire or 1 year after separation, whichever is later [8 CFR 274a.2]

 Insurance – Employee - See Schedule 15 Benefits and Schedule 5 Insurance Records.

 Job Records

o Advertisements of Job Opportunities Advertisements and announcements regarding job

openings, promotions, training programs or overtime work.

Retention: 1 year + current [29 CFR 1627.3]

o Applications for Employment and Supporting Documentation Applications, resumes and

supporting documentation and other replies to job advertisements, including applications
for temporary positions.

Retention: 2 years from the date record was made or human resource action was taken,
whichever is later [29 CFR 1627.4, 29 CFR 1602.14]

o Applications for Employment – Not Hired Applications, resumes and supporting

documentation submitted for school employment by individuals not hired.

Retention: 2 years from the date of the making of the record or the personnel action
involved, whichever occurs later [29 CFR 1602.31]

o Examinations Tests administered by the school disdrict in connection with screening job
applicants to determine aptitude or skills.

Retention: 2 years + current from the date of making record or action, whichever occurs
last [29 CFR 1627.3 and 29 CFR 1607.4]

o Job Descriptions and Specifications Written descriptions of duties performed,

qualifications and physical requirements for school positions.

Retention: Until superseded

o Polygraph Records – Job Applicants

Retention: 2 years + current

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o Polygraph Records - Routine (Not Job Related)

Retention: Until administrative need ends

 Oaths of Office - Oaths of office taken by appointed school officials [CRS 31-4-401].

Retention: Term of office + 1 year

 Payroll Records

o Basis of Pay Records pertaining to additions or deductions from wages paid; the basis on
which wages are paid; earnings per week; records containing employee's name, address,
date of birth, occupation, rate of pay and compensation earned per week; includes payroll
records pertaining to both FLSA-Exempt and FLSA-Non-Exempt Employees.

Retention: 3 years [29 CFR 516.5]

o Compensation Plans

 Pay Plans - Written plans outlining job titles and pay scales for school
employees.

Retention: Permanent

 Seniority or Merit Systems

Retention: For the full period the plan or system is in effect plus 1 year [29 CFR
1627.3]

 Credit Union Deduction Requests

Retention: 1 year after superseded4

 Direct Deposit Reports

Retention: 1 year + current

o Employee Longevity Reports

 Report related to individual employee.

Retention: 10 years after separation

 Garnishments

 Documentation of requests and court orders served on the school district to

withhold the wages of employees for garnishments, tax levies, support payments
and other reasons.

Retention: 3 years

 Leave Records

 Balance Reports

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 Year-End

 Retention Duration of employee file

 Other Periodic Reports

Retention: 2 years

4 5 21 29 CFR 516.6 specifies retention for 2 years.

 Leave Requests - Applications submitted by employees for sick, vacation,

compensatory, personal business, family and medical leave, long-term leave and
other leave time.

Retention: 1 year + current

o Pay Plans - See Compensation Plans above.

o Payroll Reports

 Employee Longevity Reports

Retention: Permanent

 End of Pay Period

Retention: 1 year + current

o FICA Reports – Quarterly

Retention: 6 years + current

o Quarterly

Retention: 2 years + current

o Year-End

Retention: 6 years + current provided Payroll Register is retained permanently

o Payroll Tax Records - Records of collection, distribution, deposit and transmittal of

federal and state income taxes, including federal miscellaneous income statements
(1099), request for taxpayer identification number and certificate (W-9), employer's
quarterly federal tax return (941, 941E) and other similar federal and state forms.

Retention: 5 years + current

o Register – Payroll [Year-End] - Documentation of the earnings, voluntary and required

deductions and withholdings of school employees.

Retention: Permanent

o Salary Surveys - Studies and surveys conducted by the school district or its agents to
gather comparative salary information for school positions in comparable organizations.

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Retention: 3 years + current

o Time Worked Records - All basic time and earnings cards or sheets and work production
sheets of individuals where all or part of the employee's earnings are determined.

Retention: 5 years + current [CRS 8-72-107]5

o Wage-Rate Tables - All tables or schedules (from their last effective date) of the
employer which provide the piece rates or other rates used in computing straight-time
earnings, wages, or salary, or overtime pay computation.

Retention: 2 years; however the Department of Labor may request records back 3 years
[29 CFR 516.6]

o W-2 Forms - Annual wage and tax statements documenting individual employee earnings
and withholdings for state and federal income taxes and social security tax.

Retention: 4 years + current

o W-4 Forms - Withholding allowance certificates documenting exemption status of

individual school district employees.

Retention: Throughout employment

 Pension Records

o Actuarial Reports - Reports by actuaries concerning the financial soundness of a pension

plan.

Retention: Permanent

o Pensions Awarded - Records of applications for pensions, determinations regarding

award of pensions and actuarial calculations for the pension.

Retention: Permanent

o Pension Plans - See Schedule 15 Benefits – Benefit Plans.

 Physical and Medical Records - Records documenting an individual employee's work-related

medical history [29 CFR 1630.14]. Note: These records are not personnel records and must be
kept physically separate from employee personnel records in a separate location as required by
the Americans with Disabilities Act. See also Schedule 15 Health and Safety Records.

o Age Discrimination in Employment Act (ADEA) and Americans with DisabilitiesAct (ADA)
Records - Records required to be retained under Age Discrimination in Employment Act
(ADEA) and Americans with Disabilities Act (ADA) containing results of physical
examinations considered in connection with personnel actions.

Retention: 1 year [29 CFR 1627.3]

529 CFR 1602.31 and 29 CFR 516.6 specify retention for 2 years. The school retention
schedule follows state law.

Sample IT Security Policies

 Data Retention Policy 36

o Family and Medical Leave Act (FMLA) Records - Records required to be retained under
Family and Medical Leave Act (FMLA); includes an FMLA leave request relating to
medical certifications, recertification or medical histories of employees or employees'
family members. These records shall be maintained in separate files/records and be
treated as confidential medical records, except that supervisors and managers may be
informed regarding necessary restrictions and accommodations, not the nature of the
condition, first aid and safety personnel may be informed (when appropriate) if the
employee may/might require emergency treatment, and government officials investigating
compliance with FMLA shall be provided relevant information.

Retention: 3 years [29 CFR 825.500]

o Occupational Safety and Health Act (OSHA) Records - Records required under
Occupational Safety and Health Act (OSHA), including complete and accurate records of
all medical examinations required by OSHA law. Note: These records may be retained by
the medical provider.

Retention: Duration of employment + 30 years, unless a specific OSHA standard

provides a different time period [29 CFR 1910.1020]

 Policies and Procedures – Personnel - Handbooks, manuals, directives and other written
statements or summaries of policies and procedures governing personnel and human resource
matters pertaining to employment with the school district.

 Retention Until updated, except retain permanently all documentation that would be useful in
establishing past policies or procedures in settling personnel disputes

o Recruitment and Interviewing Procedures - Guidelines for recruitment and interviewing

processes for hiring of school employees.

Retention: 1 year + current

 Regulatory Agency Information - See Schedule 7 Legislation and Regulatory Actions.

 Reports – Personnel -See Schedule 15 Pension Records and Payroll Records.

 Safety -See Schedule 15 Health and Safety Records.

 Signature Certificates - Facsimile signature certificates for the superintendent and treasurer that
are filed with the Secretary of State's office for authentication and verification of the signature of
the official on school district documents.

: 1 year after end of employment

 Social Security - See Schedule 15 Benefits – Benefit Plans.

 Test Records - See Schedule 15 Job Records.

 Training Information - Information presented to orient new employees regarding policies and
procedures.

Retention: 1 year + current

 Unemployment Insurance - Reports and claim records for unemployment insurance payments.

Sample IT Security Policies

 Data Retention Policy 37

Retention: 6 years + current

 Volunteer Worker Records - Records documenting work performed for the school district by
citizens without compensation for their services.

Retention: 3 years after separation

 Work Schedules

 Employee On-Call Schedule

Retention: 2 years + current

 Workers’ Compensation - Injury reports and supplemental reports and claim records for workers'
compensation.

Retention: 6 years + current

Sample IT Security Policies