MSD Policies
Safety
126 Data/Records Retention
The Superintendent and/or his/her designee shall develop procedures for a records retention system.
RECORDS RETENTION SCHEDULE
The Manchester School District will maintain all records according to the following schedule.
TYPE | LOCAL | STATE | FEDERAL |
BUSINESS RECORDS | |||
Accident Reports | |||
Employee | 6 years | 6 years | |
Student | (6 years after age of maturity for suit) | ||
Annual Audit | 6 years | 6 years | |
Annual Report (District) | Permanent | ||
Application for Federal Grants | 5 years | ||
Bank Deposit Slips | 6 years | ||
BLS Labor- monthly | 1 years | ||
Bond Issue Materials | Permanent | Permanent | |
Budgets | 6 years | 6 years | |
District | |||
SAU | |||
Worksheets | 1 year | 1 year | |
Child Labor Permits | 1 year | ||
Class Observation Forms | 1 year | ||
Contracts | 1 year (should keep a sample permanently | ||
Aides | |||
Custodial Extra-Curricular | |||
Rental Agreements | |||
Secretarial Teacher | |||
SAU Office | |||
Business Correspondence | 4 years | 1 year | |
Credit Union Applications | 1 year | 4 years | 4 years |
Deeds | Permanent | ||
District Meeting Minutes/Warrant | Permanent | ||
Dues Authorization | 1 year | ||
Enrollment Reports | Permanent | ||
Resident Pupil Membership | |||
Fall Reports A-12-A | |||
Pupil Registers | |||
School Operating Reports | |||
Statistical Report A-3 | |||
FICA Reports - monthly | 6 years | ||
Quarterly | |||
Form C-2 Unemployment Wage Report (DES 100) | 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 F - Financial Report | Permanent | Permanent | |
Medical Benefits Application | 1 year | ||
Monthly Reconciliations | 1 year | ||
Monthly Financial Status | 1 year | ||
Reports by Building | |||
Minutes of Board Meetings | Permanent | ||
Property Inventories/Record Cards | 6 years | ||
Purchase Orders | 1 year | ||
Request for Payment Vouchers | 1 year | ||
Requisitions | 1 year | ||
Retirement Applications | 1 year | 1 year | |
Retirement Reports | 1 year | 1 year | |
Monthly | |||
School District Warrants | 1 year | 1 year | |
Special Trip Requests | 1 year | 1 year | |
Special Trip Confirmation | 1 year | 1 year | |
Supply orders | 1 year | 1 year | |
Substitute Teachers Pay Slips | 1 year | 1 year | |
Student Activities Records | 6 years | 6 years | |
Telephone Log Sheets | 1 year | ||
Time Cards | 6 years | 6 years | |
Bus Drivers | |||
Custodial | |||
Secretarial | |||
Other | |||
Transportation Reports | 1 year | 1 year | |
Travel Reimbursements | 1 year | 1 year | |
Treasurer’s Receipts | 6 years | ||
Canceled Checks | |||
Treasurer's Report | 6 years | 6 years | |
Voucher Manifests | 1 year | 1 year | |
Work Orders | 1 year | ||
W-2s Yearly | 6 years | ||
W-4 Withholding Exemption Certificate | 6 years | ||
941-E Quarterly Taxes | 6 years | ||
Federal Projects Papers* | 5 years after submission of final audit report and documentation for expenditures, unless there is an ongoing audit taking place. (See 204 SC 1232 f 80.42 (b) (4)) | ||
Form 1 | |||
Form 1-A | |||
Form 2 | |||
Form 3 | |||
Form 3-a | |||
Form 4 Quarterly |
TYPE | LOCAL | STATE | FEDERAL |
PERSONNEL RECORDS | |||
Applications | 3 years, or if employed, term of Employment. | ||
Employment Not Employed | |||
Interview Documents | |||
Letters of Recommendation | |||
Transcripts | |||
Attendance Records | 1 year | ||
Leaves | |||
Requests for Leaves | |||
Civil Rights Forms | 6 years | ||
Evaluations | Term of Employment | ||
Medical Examinations | 1 year | ||
Miscellaneous Correspondence | 4 years | ||
for Personnel | |||
Record of Leave | 1 year | ||
Superintendents | |||
Re-employment Letter of | 1 year | ||
Assurance to Employees | 6 years | ||
Staff Development Plan | Term of Plan | ||
Substitute Lists | 6 years | ||
Teachers' Record Cards | Term of Employment | ||
Teachers' Master Contract | Length of Contract (suggest you keep one copy permanently) | ||
Termination Forms | 6 years |
TYPE | LOCAL | STATE | FEDERAL |
STUDENT RECORDS | |||
Early Release Forms | 1 year | ||
Emergency Procedure Form | 1 year | ||
Examples of Student's Work | 1 year | ||
Health and Physical Records | Term of Enrollment | ||
Shot Record | |||
National Honor Society | 1 year | ||
Applications and/or Awards | |||
Permanent Record Cards | Permanent | ||
Progress | |||
Attendance | |||
Test Scores | |||
(Standardized) | |||
Academic | |||
Miscellaneous Evaluation Material | Term of Enrollment | ||
Co- and Extra Curricular Activities | Term of Enrollment | ||
Anecdotal Records | Term of Enrollment | ||
Disciplinary Reports | |||
Medical Reports (Doctor) | |||
Excuses (Parental) | |||
Insurance Forms | |||
Post High School Placement | 6 years | ||
Information and Follow-up | |||
Applications for Free Lunch |
SPECIAL NEEDS STUDENT RECORDS
These records for special needs students should be kept as long as the student is in a program and there is District liability for the education of the student. Given court decisions that are retroactive, it may be prudent to preserve all records for at least six (6) years after termination or program completion.
Index of Documents
Log of People Who Have
Reviewed Material in Each Folder
Notification to Parent of Meeting to Discuss the Student's Program with Placement Team
Permission to Test Form
Student Referral Form
Diagnostic Form
Accumulation of Data
Psychological Exams
Learning Disabilities Tests
Team Meeting Notes
Spedis Forms
IEP's
Teacher/Student Comments Correspondence
Out-of-District Progress Reports
TYPE | LOCAL | STATE | FEDERAL |
VOCATIONAL EDUCATION | |||
AVI Forms | 1 year | ||
Center Regional Contracts | 20 years | ||
Equipment Inventories | 5 years | ||
Federal Forms |
| 5 years |
Regulatory References:
ED 306.10 (a) (4) (Records Retention)
NHSBA Code EHB
Revised from 3/11/02
First Reading Coordination: 10/10/12
Second Reading and Adoption by BOSC: 11/13/12