ehb-r_procedures_for_general_records
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ehb-r_procedures_for_general_records [2019/11/25 21:44] wiki |
ehb-r_procedures_for_general_records [2023/04/11 19:10] wiki |
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| **Policy EHB-R\\ | **Policy EHB-R\\ | ||
| - | Data Storage and Record Retention Procedures\\ | + | Records Retention Schedule\\ |
| School Board Approved: December 16, 2010** | School Board Approved: December 16, 2010** | ||
| - | **Procedure for General Records:** | + | **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. | - 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, including electronic files, will be maintained in accordance with the retention schedule. | ||
| Line 16: | Line 15: | ||
| - 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. | - 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:** | + | **Records Retention Schedule**\\ |
| - | + | Annual Audit - Permanent\\ | |
| - | Annual Audit - Permanent | + | Annual Report - Permanent\\ |
| - | Annual Report Permanent | + | Application for Free/Reduced Lunch - 6 years\\ |
| - | Application for Free/Reduced Lunch 6 years | + | Architectural Plans - Permanent \\ |
| - | Architectural Plans Permanent | + | Asbestos Removal - Permanent \\ |
| - | Asbestos Removal Permanent | + | Ballots - 60 days after election recounts and appeal\\ |
| - | Ballots 60 days after election recounts and appeal | + | Bank statements & Reconciliations - 6 years \\ |
| - | Bank statements & Reconciliations 6 years | + | Bids (Successful) - 3 years\\ |
| - | Bids – competitive | + | Bids (Unsuccessful) - 3 years\\ |
| - | Successful 3 years | + | Bond Issue Documentation - Permanent\\ |
| - | Unsuccessful 3 years | + | Budget (Approved) - 6 years\\ |
| - | Bond Issue Documentation Permanent | + | Budget Transfers - 1 year \\ |
| - | Budget - approved 6 years | + | Budget Worksheets - 1 year \\ |
| - | Budget Transfers 1 year | + | Cash Receipts & Deposit Slips - 6 years \\ |
| - | Budget Worksheets 1 year | + | Contracts - Permanent\\ |
| - | Cash Receipts & Deposit Slips 6 years | + | Collective Bargaining Agreements - Permanent\\ |
| - | Contracts Permanent | + | Correspondence for Business - 4 years\\ |
| - | Collective Bargaining Agreements Permanent | + | Deeds - Permanent\\ |
| - | Correspondence for Business 4 years | + | Department of Revenue Administration Apportionment Worksheets - Permanent\\ |
| - | Deeds Permanent | + | Department of Revenue Administration Default Budget - 6 years\\ |
| - | Department of Revenue Administration | + | Department of Revenue Administration MS22 (Approved Budget) - 6 years \\ |
| - | Apportionment Worksheets Permanent | + | Department of Revenue Administration MS24 (Estimated Revenues) - 6 years \\ |
| - | Default Budget 6 years | + | Department of Revenue Administration MS25 (Financial Report) - Permanent \\ |
| - | MS22 - Approved Budget 6 years | + | Department of Revenue Administration MS26 (Budget) - 6 years \\ |
| - | MS24 - Estimated Revenues 6 years | + | District Meeting Minutes & Warrant - Permanent\\ |
| - | MS25 - Financial Report Permanent | + | DOE25 Financial Report - Permanent\\ |
| - | MS26 - Budget 6 years | + | Engineering Surveys - Permanent \\ |
| - | District Meeting Minutes & Warrant Permanent | + | Enrollment Reports: Resident Pupil Membership Forms - Permanent \\ |
| - | DOE25 Financial Report Permanent | + | Enrollment Reports: Fall Reports A-12-A (RSA 189:28) - Permanent \\ |
| - | Engineering Surveys Permanent | + | Enrollment Reports: Pupil Registers (189:27-b) - Permanent [must maintain paper copy]\\ |
| - | Enrollment Reports | + | Enrollment Reports: School Opening Reports - 3 years \\ |
| - | Resident Pupil Membership Forms Permanent | + | Enrollment Reports: Statistical Reports A-3 (RSA 189:28) - Permanent \\ |
| - | Fall Reports A-12-A (RSA 189:28) Permanent | + | Federal Grants: Form 1 application\\ |
| - | Pupil Registers (189:27-b) Permanent (must maintain paper copy) | + | Federal Grants: Form 2 \\ |
| - | School Opening Reports 3 years | + | Federal Grants: Form 3 \\ |
| - | Statistical Reports A-3 (RSA 189:28) Permanent | + | Federal Grants: Form 4 quarterly\\ |
| - | Federal Grants* | + | Federal Grants: Invoices \\ |
| - | Form 1 application | + | Federal Grants: Inventory \\ |
| - | Form 2 | + | Federal Grants: Payment Vouchers\\ |
| - | Form 3 | + | Federal Grants: Purchase Orders \\ |
| - | Form 4 quarterly | + | Federal Grants: Requisitions \\ |
| - | Invoices | + | FICA Reports: Monthly - 6 years \\ |
| - | Inventory | + | FICA Reports: Quarterly Form 941 - 6 years \\ |
| - | Payment Vouchers | + | Fixed Assets Schedule - Permanent [as updated]\\ |
| - | Purchase Orders | + | Journal Entries - 6 years \\ |
| - | Requisitions | + | Unemployment Reports: Form C-2 - 6 years \\ |
| - | FICA Reports | + | Unemployment Reports: Wage Report - 6 years \\ |
| - | Monthly 6 years | + | Invoices - 6 years \\ |
| - | Quarterly Form 941 6 years | + | Manifests (Accounts Payable & Payroll) - 6 years \\ |
| - | Fixed Assets Schedule Permanent (as updated) | + | Minutes of Board Meetings - Permanent \\ |
| - | Journal Entries 6 years | + | NH School District Profile - 5 years from submission of data to NHDOE \\ |
| - | Unemployment Reports | + | Oaths - Permanent \\ |
| - | Form C-2 6 years | + | Payment Vouchers - 1 year after audit \\ |
| - | Wage Report 6 years | + | Purchase Orders - 1 year after audit \\ |
| - | Invoices 6 years | + | Requisitions - 1 year after audit \\ |
| - | Manifests (Accounts Payable & Payroll) 6 years | + | Retirement Reports (monthly) - 1 year \\ |
| - | Minutes of Board Meetings Permanent | + | School Calendar - Permanent \\ |
| - | NH School District Profile 5 years from submission of data to NHDOE | + | School Board Calendar - Permanent \\ |
| - | Oaths Permanent | + | Student Activity Records - 6 years \\ |
| - | Payment Vouchers 1 year after audit | + | Technology Plan - Permanent \\ |
| - | Purchase Orders 1 year after audit | + | Time cards/pay slips - 6 years \\ |
| - | Requisitions 1 year after audit | + | Travel Reimbursements - 1 year after audit \\ |
| - | Retirement Reports – monthly 1 year | + | Treasurer’s Records: Annual Report - 6 years \\ |
| - | School Calendar Permanent | + | Treasurer’s Records: Bank Reconcilements - 6 years \\ |
| - | School Board Calendar Permanent | + | Treasurer’s Records: Canceled Checks - 6 years \\ |
| - | Student Activity Records 6 years | + | Treasurer’s Records: Manifests - 6 years \\ |
| - | Technology Plan Permanent | + | Trust Funds - Permanent \\ |
| - | Time cards/pay slips 6 years | + | Vocational Education: AV-1 Forms - 1 year \\ |
| - | Travel Reimbursements 1 year after audit | + | Vocational Education: Equipment Inventory - 5 years\\ |
| - | Treasurer’s Records | + | Vocational Education: Federal Forms - 6 years \\ |
| - | Annual Report 6 years | + | Vocational Education: Regional Contracts - 20 years \\ |
| - | Bank Reconcilements 6 years | + | W-2 - 6 years \\ |
| - | Canceled Checks 6 years | + | W-4 - 6 years \\ |
| - | Manifests 6 years | + | W-9 - 6 years \\ |
| - | Trust Funds Permanent | + | Internal Records: Child Abuse Reports/Allegations - Permanent \\ |
| - | Vocational Education | + | Internal Records: Criminal Investigations - Permanent \\ |
| - | AV-1 Forms 1 year | + | Criminal Record Checks (Unsuccessful/Unfavorable) - 1 year \\ |
| - | Equipment Inventory 5 years | + | Internal Records: Personnel Investigations - Permanent \\ |
| - | Federal Forms 6 years | + | Internal Records: Sexual Harassment - Permanent \\ |
| - | Regional Contracts 20 years | + | Personnel Records: Accident Reports - Term of employment \\ |
| - | W-2 6 years | + | Personnel Records: Applications (Employed) - Term of employment \\ |
| - | W-4 6 years | + | Personnel Records: Applications (Not Employed) - 3 years \\ |
| - | W-9 6 years | + | Personnel Records: Attendance Records - Term of employment \\ |
| - | + | Personnel Records: Civil Rights Forms - 6 years \\ | |
| - | Internal Records | + | Personnel Records: Class Observation Forms - 1 year \\ |
| - | Child Abuse Reports/Allegations Permanent | + | Personnel Records: Employment Contracts/Agreements - Term of employment \\ |
| - | Criminal Investigations Permanent | + | Personnel Records: Evaluations - Term of employment \\ |
| - | Criminal Record Checks | + | Personnel Records: HIPPA Documentation - 6 years \\ |
| - | Unsuccessful/Unfavorable 1 year | + | Interview Documents (Employed) - Term of employment \\ |
| - | Personnel Investigations Permanent | + | Interview Documents (Not Employed) - 3 years \\ |
| - | Sexual Harassment Permanent | + | Letters of Recommendations (Employed) - Term of employment \\ |
| - | Personnel Records | + | Letters of Recommendations (Not Employed) - 3 years \\ |
| - | Accident Reports Term of employment | + | Medical Benefits Application - Term of employment \\ |
| - | Applications | + | Medical Examinations - Term of employment \\ |
| - | Employed Term of employment | + | Payroll Deduction Authorizations - Term of employment \\ |
| - | Not Employed 3 years | + | Re-employment Letter of Assurance - 1 year \\ |
| - | Attendance Records Term of employment | + | Requests for Leaves - 6 years \\ |
| - | Civil Rights Forms 6 years | + | Retirement Application - Term of employment \\ |
| - | Class Observation Forms 1 year | + | Separation from Employment Form/Letter - 6 years \\ |
| - | Employment Contracts/Agreements Term of employment | + | Staff Development: District Plan - Permanent \\ |
| - | Evaluations Term of employment | + | Staff Development: Employee Professional Development Plan - Term of employment \\ |
| - | HIPPA Documentation 6 years | + | Staff Development: Employee Professional Development - Term of employment \\ |
| - | Interview Documents | + | Substitute Lists - 6 years \\ |
| - | Employed Term of employment | + | Transcripts (Employed) - Term of employment \\ |
| - | Not Employed 3 years | + | Transcripts (Not Employed) - 3 years \\ |
| - | Letters of Recommendations | + | Student Records: Accident Reports - 6 years after age of maturity \\ |
| - | Employed Term of employment | + | Student Records: Child Labor Permits - 1 year \\ |
| - | Not Employed 3 years | + | Student Records: Co-curricular Activities - Term of enrollment \\ |
| - | Medical Benefits Application Term of employment | + | Student Records: Disciplinary Records - Term of enrollment \\ |
| - | Medical Examinations Term of employment | + | Student Records: Early Dismissal Forms - 1 year \\ |
| - | Payroll Deduction Authorizations Term of employment | + | Student Records: Emergency Information Forms - 1 year \\ |
| - | Re-employment Letter of Assurance 1 year | + | Student Records: Health and Physical Records - Term of enrollment \\ |
| - | Requests for Leaves 6 years | + | Student Records: Immunization Records - Term of enrollment \\ |
| - | Retirement Application Term of employment | + | Student Records: Insurance Forms - Term of enrollment \\ |
| - | Separation from Employment Form/Letter 6 years | + | Student Records: Medical Reports - Term of enrollment \\ |
| - | Staff Development | + | Student Records: Post High School Placement - 6 years \\ |
| - | District Plan Permanent | + | Student Records: Registration Forms - Term of enrollment \\ |
| - | Employee Professional Development Plan Term of employment | + | Student Records: Scholarship Information* - Permanent \\ |
| - | Employee Professional Development Term of employment | + | Student Records: Assessment Results - Permanent \\ |
| - | Documentation/Correspondence | + | Student Records: Attendance* - Permanent \\ |
| - | Substitute Lists 6 years | + | Student Records: Grades - Permanent\\ |
| - | 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. | + | *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. | + | |
| + | **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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