ehb-r_procedures_for_general_records
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| + | **Policy EHB-R\\ | ||
| + | Records Retention Schedule\\ | ||
| + | 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 (Successful) - 3 years\\ | ||
| + | Bids (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\\ | ||
| + | Department of Revenue Administration Default Budget - 6 years\\ | ||
| + | Department of Revenue Administration MS22 (Approved Budget) - 6 years \\ | ||
| + | Department of Revenue Administration MS24 (Estimated Revenues) - 6 years \\ | ||
| + | Department of Revenue Administration MS25 (Financial Report) - Permanent \\ | ||
| + | Department of Revenue Administration MS26 (Budget) - 6 years \\ | ||
| + | District Meeting Minutes & Warrant - Permanent\\ | ||
| + | DOE25 Financial Report - Permanent\\ | ||
| + | Engineering Surveys - Permanent \\ | ||
| + | Enrollment Reports: Resident Pupil Membership Forms - Permanent \\ | ||
| + | Enrollment Reports: Fall Reports A-12-A (RSA 189:28) - Permanent \\ | ||
| + | Enrollment Reports: Pupil Registers (189:27-b) - Permanent [must maintain paper copy]\\ | ||
| + | Enrollment Reports: School Opening Reports - 3 years \\ | ||
| + | Enrollment Reports: Statistical Reports A-3 (RSA 189:28) - Permanent \\ | ||
| + | Federal Grants: Form 1 application\\ | ||
| + | Federal Grants: Form 2 \\ | ||
| + | Federal Grants: Form 3 \\ | ||
| + | Federal Grants: Form 4 quarterly\\ | ||
| + | Federal Grants: Invoices \\ | ||
| + | Federal Grants: Inventory \\ | ||
| + | Federal Grants: Payment Vouchers\\ | ||
| + | Federal Grants: Purchase Orders \\ | ||
| + | Federal Grants: Requisitions \\ | ||
| + | FICA Reports: Monthly - 6 years \\ | ||
| + | FICA Reports: Quarterly Form 941 - 6 years \\ | ||
| + | Fixed Assets Schedule - Permanent [as updated]\\ | ||
| + | Journal Entries - 6 years \\ | ||
| + | Unemployment Reports: Form C-2 - 6 years \\ | ||
| + | Unemployment Reports: 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 \\ | ||
| + | Treasurer’s Records: Bank Reconcilements - 6 years \\ | ||
| + | Treasurer’s Records: Canceled Checks - 6 years \\ | ||
| + | Treasurer’s Records: Manifests - 6 years \\ | ||
| + | Trust Funds - Permanent \\ | ||
| + | Vocational Education: AV-1 Forms - 1 year \\ | ||
| + | Vocational Education: Equipment Inventory - 5 years\\ | ||
| + | Vocational Education: Federal Forms - 6 years \\ | ||
| + | Vocational Education: Regional Contracts - 20 years \\ | ||
| + | W-2 - 6 years \\ | ||
| + | W-4 - 6 years \\ | ||
| + | W-9 - 6 years \\ | ||
| + | Internal Records: Child Abuse Reports/Allegations - Permanent \\ | ||
| + | Internal Records: Criminal Investigations - Permanent \\ | ||
| + | Criminal Record Checks (Unsuccessful/Unfavorable) - 1 year \\ | ||
| + | Internal Records: Personnel Investigations - Permanent \\ | ||
| + | Internal Records: Sexual Harassment - Permanent \\ | ||
| + | Personnel Records: Accident Reports - Term of employment \\ | ||
| + | Personnel Records: Applications (Employed) - Term of employment \\ | ||
| + | Personnel Records: Applications (Not Employed) - 3 years \\ | ||
| + | Personnel Records: Attendance Records - Term of employment \\ | ||
| + | Personnel Records: Civil Rights Forms - 6 years \\ | ||
| + | Personnel Records: Class Observation Forms - 1 year \\ | ||
| + | Personnel Records: Employment Contracts/Agreements - Term of employment \\ | ||
| + | Personnel Records: Evaluations - Term of employment \\ | ||
| + | Personnel Records: HIPPA Documentation - 6 years \\ | ||
| + | Interview Documents (Employed) - Term of employment \\ | ||
| + | Interview Documents (Not Employed) - 3 years \\ | ||
| + | Letters of Recommendations (Employed) - Term of employment \\ | ||
| + | Letters of Recommendations (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 \\ | ||
| + | Staff Development: Employee Professional Development Plan - Term of employment \\ | ||
| + | Staff Development: Employee Professional Development - Term of employment \\ | ||
| + | Substitute Lists - 6 years \\ | ||
| + | Transcripts (Employed) - Term of employment \\ | ||
| + | Transcripts (Not Employed) - 3 years \\ | ||
| + | Student Records: Accident Reports - 6 years after age of maturity \\ | ||
| + | Student Records: Child Labor Permits - 1 year \\ | ||
| + | Student Records: Co-curricular Activities - Term of enrollment \\ | ||
| + | Student Records: Disciplinary Records - Term of enrollment \\ | ||
| + | Student Records: Early Dismissal Forms - 1 year \\ | ||
| + | Student Records: Emergency Information Forms - 1 year \\ | ||
| + | Student Records: Health and Physical Records - Term of enrollment \\ | ||
| + | Student Records: Immunization Records - Term of enrollment \\ | ||
| + | Student Records: Insurance Forms - Term of enrollment \\ | ||
| + | Student Records: Medical Reports - Term of enrollment \\ | ||
| + | Student Records: Post High School Placement - 6 years \\ | ||
| + | Student Records: Registration Forms - Term of enrollment \\ | ||
| + | Student Records: Scholarship Information* - Permanent \\ | ||
| + | Student Records: Assessment Results - Permanent \\ | ||
| + | Student Records: Attendance* - Permanent \\ | ||
| + | Student Records: 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. \\ | ||
| + | |||
| + | {{ ::ehb-r_procedures_for_general_records.pdf |Download}}\\ | ||
| [[section_e|Section E]]\\ | [[section_e|Section E]]\\ | ||
| [[start|Policy Manual]] | [[start|Policy Manual]] | ||
ehb-r_procedures_for_general_records.txt · Last modified: 2023/04/11 19:15 by wiki
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