ehb-r_procedures_for_general_records
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ehb-r_procedures_for_general_records [2019/11/25 21:51] 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\\ | ||
| Line 42: | Line 40: | ||
| Department of Revenue Administration MS25 (Financial Report) - Permanent \\ | Department of Revenue Administration MS25 (Financial Report) - Permanent \\ | ||
| Department of Revenue Administration MS26 (Budget) - 6 years \\ | Department of Revenue Administration MS26 (Budget) - 6 years \\ | ||
| - | District Meeting Minutes & Warrant Permanent | + | District Meeting Minutes & Warrant - Permanent\\ |
| - | DOE25 Financial Report Permanent | + | DOE25 Financial Report - Permanent\\ |
| - | Engineering Surveys Permanent | + | Engineering Surveys - Permanent \\ |
| - | Enrollment Reports | + | Enrollment Reports: Resident Pupil Membership Forms - Permanent \\ |
| - | Resident Pupil Membership Forms Permanent | + | Enrollment Reports: Fall Reports A-12-A (RSA 189:28) - Permanent \\ |
| - | Fall Reports A-12-A (RSA 189:28) Permanent | + | Enrollment Reports: Pupil Registers (189:27-b) - Permanent [must maintain paper copy]\\ |
| - | Pupil Registers (189:27-b) Permanent (must maintain paper copy) | + | Enrollment Reports: School Opening Reports - 3 years \\ |
| - | School Opening Reports 3 years | + | Enrollment Reports: Statistical Reports A-3 (RSA 189:28) - Permanent \\ |
| - | Statistical Reports A-3 (RSA 189:28) Permanent | + | Federal Grants: Form 1 application\\ |
| - | Federal Grants* | + | Federal Grants: Form 2 \\ |
| - | Form 1 application | + | Federal Grants: Form 3 \\ |
| - | Form 2 | + | Federal Grants: Form 4 quarterly\\ |
| - | Form 3 | + | Federal Grants: Invoices \\ |
| - | Form 4 quarterly | + | Federal Grants: Inventory \\ |
| - | Invoices | + | Federal Grants: Payment Vouchers\\ |
| - | Inventory | + | Federal Grants: Purchase Orders \\ |
| - | Payment Vouchers | + | Federal Grants: Requisitions \\ |
| - | Purchase Orders | + | FICA Reports: Monthly - 6 years \\ |
| - | Requisitions | + | FICA Reports: Quarterly Form 941 - 6 years \\ |
| - | FICA Reports | + | Fixed Assets Schedule - Permanent [as updated]\\ |
| - | Monthly 6 years | + | Journal Entries - 6 years \\ |
| - | Quarterly Form 941 6 years | + | Unemployment Reports: Form C-2 - 6 years \\ |
| - | Fixed Assets Schedule Permanent (as updated) | + | Unemployment Reports: Wage Report - 6 years \\ |
| - | Journal Entries 6 years | + | Invoices - 6 years \\ |
| - | Unemployment Reports | + | Manifests (Accounts Payable & Payroll) - 6 years \\ |
| - | Form C-2 6 years | + | Minutes of Board Meetings - Permanent \\ |
| - | Wage Report 6 years | + | NH School District Profile - 5 years from submission of data to NHDOE \\ |
| - | Invoices 6 years | + | Oaths - Permanent \\ |
| - | Manifests (Accounts Payable & Payroll) 6 years | + | Payment Vouchers - 1 year after audit \\ |
| - | Minutes of Board Meetings Permanent | + | Purchase Orders - 1 year after audit \\ |
| - | NH School District Profile 5 years from submission of data to NHDOE | + | Requisitions - 1 year after audit \\ |
| - | Oaths Permanent | + | Retirement Reports (monthly) - 1 year \\ |
| - | Payment Vouchers 1 year after audit | + | School Calendar - Permanent \\ |
| - | Purchase Orders 1 year after audit | + | School Board Calendar - Permanent \\ |
| - | Requisitions 1 year after audit | + | Student Activity Records - 6 years \\ |
| - | Retirement Reports – monthly 1 year | + | Technology Plan - Permanent \\ |
| - | School Calendar Permanent | + | Time cards/pay slips - 6 years \\ |
| - | School Board Calendar Permanent | + | Travel Reimbursements - 1 year after audit \\ |
| - | Student Activity Records 6 years | + | Treasurer’s Records: Annual Report - 6 years \\ |
| - | Technology Plan Permanent | + | Treasurer’s Records: Bank Reconcilements - 6 years \\ |
| - | Time cards/pay slips 6 years | + | Treasurer’s Records: Canceled Checks - 6 years \\ |
| - | Travel Reimbursements 1 year after audit | + | Treasurer’s Records: Manifests - 6 years \\ |
| - | Treasurer’s Records | + | Trust Funds - Permanent \\ |
| - | Annual Report 6 years | + | Vocational Education: AV-1 Forms - 1 year \\ |
| - | Bank Reconcilements 6 years | + | Vocational Education: Equipment Inventory - 5 years\\ |
| - | Canceled Checks 6 years | + | Vocational Education: Federal Forms - 6 years \\ |
| - | Manifests 6 years | + | Vocational Education: Regional Contracts - 20 years \\ |
| - | Trust Funds Permanent | + | W-2 - 6 years \\ |
| - | Vocational Education | + | W-4 - 6 years \\ |
| - | AV-1 Forms 1 year | + | W-9 - 6 years \\ |
| - | Equipment Inventory 5 years | + | Internal Records: Child Abuse Reports/Allegations - Permanent \\ |
| - | Federal Forms 6 years | + | Internal Records: Criminal Investigations - Permanent \\ |
| - | Regional Contracts 20 years | + | Criminal Record Checks (Unsuccessful/Unfavorable) - 1 year \\ |
| - | W-2 6 years | + | Internal Records: Personnel Investigations - Permanent \\ |
| - | W-4 6 years | + | Internal Records: Sexual Harassment - Permanent \\ |
| - | W-9 6 years | + | Personnel Records: Accident Reports - Term of employment \\ |
| - | + | Personnel Records: Applications (Employed) - Term of employment \\ | |
| - | Internal Records | + | Personnel Records: Applications (Not Employed) - 3 years \\ |
| - | Child Abuse Reports/Allegations Permanent | + | Personnel Records: Attendance Records - Term of employment \\ |
| - | Criminal Investigations Permanent | + | Personnel Records: Civil Rights Forms - 6 years \\ |
| - | Criminal Record Checks | + | Personnel Records: Class Observation Forms - 1 year \\ |
| - | Unsuccessful/Unfavorable 1 year | + | Personnel Records: Employment Contracts/Agreements - Term of employment \\ |
| - | Personnel Investigations Permanent | + | Personnel Records: Evaluations - Term of employment \\ |
| - | Sexual Harassment Permanent | + | Personnel Records: HIPPA Documentation - 6 years \\ |
| - | Personnel Records | + | Interview Documents (Employed) - Term of employment \\ |
| - | Accident Reports Term of employment | + | Interview Documents (Not Employed) - 3 years \\ |
| - | Applications | + | Letters of Recommendations (Employed) - Term of employment \\ |
| - | Employed Term of employment | + | Letters of Recommendations (Not Employed) - 3 years \\ |
| - | Not Employed 3 years | + | Medical Benefits Application - Term of employment \\ |
| - | Attendance Records Term of employment | + | Medical Examinations - Term of employment \\ |
| - | Civil Rights Forms 6 years | + | Payroll Deduction Authorizations - Term of employment \\ |
| - | Class Observation Forms 1 year | + | Re-employment Letter of Assurance - 1 year \\ |
| - | Employment Contracts/Agreements Term of employment | + | Requests for Leaves - 6 years \\ |
| - | Evaluations Term of employment | + | Retirement Application - Term of employment \\ |
| - | HIPPA Documentation 6 years | + | Separation from Employment Form/Letter - 6 years \\ |
| - | Interview Documents | + | Staff Development: District Plan - Permanent \\ |
| - | Employed Term of employment | + | Staff Development: Employee Professional Development Plan - Term of employment \\ |
| - | Not Employed 3 years | + | Staff Development: Employee Professional Development - Term of employment \\ |
| - | Letters of Recommendations | + | Substitute Lists - 6 years \\ |
| - | Employed Term of employment | + | Transcripts (Employed) - Term of employment \\ |
| - | Not Employed 3 years | + | Transcripts (Not Employed) - 3 years \\ |
| - | Medical Benefits Application Term of employment | + | Student Records: Accident Reports - 6 years after age of maturity \\ |
| - | Medical Examinations Term of employment | + | Student Records: Child Labor Permits - 1 year \\ |
| - | Payroll Deduction Authorizations Term of employment | + | Student Records: Co-curricular Activities - Term of enrollment \\ |
| - | Re-employment Letter of Assurance 1 year | + | Student Records: Disciplinary Records - Term of enrollment \\ |
| - | Requests for Leaves 6 years | + | Student Records: Early Dismissal Forms - 1 year \\ |
| - | Retirement Application Term of employment | + | Student Records: Emergency Information Forms - 1 year \\ |
| - | Separation from Employment Form/Letter 6 years | + | Student Records: Health and Physical Records - Term of enrollment \\ |
| - | Staff Development | + | Student Records: Immunization Records - Term of enrollment \\ |
| - | District Plan Permanent | + | Student Records: Insurance Forms - Term of enrollment \\ |
| - | Employee Professional Development Plan Term of employment | + | Student Records: Medical Reports - Term of enrollment \\ |
| - | Employee Professional Development Term of employment | + | Student Records: Post High School Placement - 6 years \\ |
| - | Documentation/Correspondence | + | Student Records: Registration Forms - Term of enrollment \\ |
| - | Substitute Lists 6 years | + | Student Records: Scholarship Information* - Permanent \\ |
| - | Transcripts | + | Student Records: Assessment Results - Permanent \\ |
| - | Employed Term of employment | + | Student Records: Attendance* - Permanent \\ |
| - | Not Employed 3 years | + | Student Records: Grades - Permanent\\ |
| - | 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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