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+**Policy EHB-R\\
+Data Storage and Record Retention Procedures\\
+School Board Approved: December 16, 2010**
+**Procedure for General Records:**
+  - Check the retention schedule before disposing of documents/records. If the document/record is not listed, consult with the Business Office before disposing of the document/record. If necessary the New Hampshire Department of Education, other appropriate agency, or legal counsel will be contacted for guidance.
+  - Records, including electronic files, will be maintained in accordance with the retention schedule.
+  - Records whose retention has expired will be properly destroyed by secured shredding or incineration.
+  - Only one copy of a document needs to be retained, by the party responsible for it. If available the original document should be retained.
+  - Drafts and notes can be destroyed except when such documents are important to official business or action of the district, in which case they will be stored in the official file.
+  - Except as noted in the retention schedule, the retention period runs from when the record was created or received.
+  - No record relating to pending or anticipated litigation may be destroyed or altered even if the record is technically past its retention date.
+  - Any e-mail message that would be saved if it had been transmitted in paper form should be printed and retained in accordance with the retention schedule. All e-mails (after those that should be retained and printed in hard copy) and are considered “Correspondence for Business” and will be automatically deleted by the system after four (4) years.
+  - Junk mail and “spam” are not considered records and can be discarded immediately.
+  - State law requires schools to transfer records when a student enrolls in another school in the state. A copy of the records that were forwarded to the new school will be retained in accordance with the retention schedule.
+**Records Retention Schedule:**
+Annual Audit - Permanent
+Annual Report 	Permanent
+Application for Free/Reduced Lunch	6 years
+Architectural Plans	Permanent
+Asbestos Removal 	Permanent
+Ballots 	60 days after election recounts and appeal
+Bank statements & Reconciliations	6 years
+Bids – competitive
+ Successful	3 years
+ Unsuccessful	3 years
+Bond Issue Documentation	Permanent
+Budget - approved	6 years
+Budget Transfers	1 year
+Budget Worksheets	1 year
+Cash Receipts & Deposit Slips	6 years
+Contracts	Permanent
+Collective Bargaining Agreements	Permanent
+Correspondence for Business	4 years
+Deeds	Permanent
+Department of Revenue Administration
+ Apportionment Worksheets	Permanent
+ Default Budget	6 years
+ MS22 - Approved Budget	6 years
+ MS24 - Estimated Revenues	6 years
+ MS25 - Financial Report	Permanent
+ MS26 - Budget	6 years
+District Meeting Minutes & Warrant	Permanent
+DOE25 Financial Report	Permanent
+Engineering Surveys	Permanent
+Enrollment Reports
+ Resident Pupil Membership Forms	Permanent
+ Fall Reports A-12-A (RSA 189:28)	Permanent
+ Pupil Registers (189:27-b)	Permanent (must maintain paper copy)
+ School Opening Reports	3 years
+ Statistical Reports A-3 (RSA 189:28)	Permanent
+Federal Grants*
+ Form 1 application
+ Form 2
+ Form 3
+ Form 4 quarterly
+ Invoices
+ Inventory
+ Payment Vouchers
+ Purchase Orders
+ Requisitions
+FICA Reports
+ Monthly	6 years
+ Quarterly Form 941	6 years
+Fixed Assets Schedule	Permanent (as updated)
+Journal Entries	6 years
+Unemployment Reports
+ Form C-2	6 years
+ Wage Report	6 years
+Invoices	6 years
+Manifests (Accounts Payable & Payroll)	6 years
+Minutes of Board Meetings	Permanent
+NH School District Profile	5 years from submission of data to NHDOE
+Oaths	Permanent
+Payment Vouchers	1 year after audit
+Purchase Orders	1 year after audit
+Requisitions	1 year after audit
+Retirement Reports – monthly	1 year
+School Calendar	Permanent
+School Board Calendar	Permanent
+Student Activity Records	6 years
+Technology Plan	Permanent
+Time cards/pay slips	6 years
+Travel Reimbursements	1 year after audit
+Treasurer’s Records
+ Annual Report	6 years
+ Bank Reconcilements	6 years
+ Canceled Checks	6 years
+ Manifests	6 years
+Trust Funds	Permanent
+Vocational Education
+ AV-1 Forms	1 year
+ Equipment Inventory	5 years
+ Federal Forms	6 years
+ Regional Contracts	20 years
+W-2	6 years
+W-4	6 years
+W-9	6 years
+Internal Records
+Child Abuse Reports/Allegations	Permanent
+Criminal Investigations	Permanent
+Criminal Record Checks
+ Unsuccessful/Unfavorable	1 year
+Personnel Investigations	Permanent
+Sexual Harassment	Permanent
+Personnel Records
+Accident Reports	Term of employment
+Applications
+ Employed	Term of employment
+ Not Employed	3 years
+Attendance Records	Term of employment
+Civil Rights Forms	6 years
+Class Observation Forms	1 year
+Employment Contracts/Agreements	Term of employment
+Evaluations	Term of employment
+HIPPA Documentation	6 years
+Interview Documents
+ Employed	Term of employment
+ Not Employed	3 years
+Letters of Recommendations
+ Employed	Term of employment
+ Not Employed	3 years
+Medical Benefits Application	Term of employment
+Medical Examinations	Term of employment
+Payroll Deduction Authorizations	Term of employment
+Re-employment Letter of Assurance	1 year
+Requests for Leaves	6 years
+Retirement Application	Term of employment
+Separation from Employment Form/Letter	6 years
+Staff Development
+ District Plan	Permanent
+ Employee Professional Development Plan	Term of employment
+ Employee Professional Development	Term of employment
+Documentation/Correspondence
+Substitute Lists	6 years
+Transcripts
+ Employed	Term of employment
+ Not Employed	3 years
+Student Records
+Accident Reports	6 years after age of maturity
+Child Labor Permits	1 year
+Co-curricular Activities	Term of enrollment
+Disciplinary Records	Term of enrollment
+Early Dismissal Forms	1 year
+Emergency Information Forms	1 year
+Health and Physical Records	Term of enrollment
+Immunization Records	Term of enrollment
+Insurance Forms	Term of enrollment
+Medical Reports	Term of enrollment
+Post High School Placement	6 years
+Registration Forms	Term of enrollment
+Scholarship Information*	Permanent
+Transcripts
+ Assessment Results	Permanent
+ Attendance*	Permanent
+ Grades	Permanent
+*Complete and accurate records of student’s attendance and scholarship must be permanently kept and safely stored in a fire-resistant file, vault or safe.
+Student Records – Special Needs All records should be maintained until the student reaches the age of 27. Records should be maintained permanently if the district has reason to suspect that the student poses high risk for litigation or student is chronically mentally incompetent.
 [[section_e|Section E]]\\
 [[start|Policy Manual]]

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