This is an old revision of the document!
Policy EHB-R
Data Storage and Record Retention Procedures
School Board Approved: December 16, 2010
Procedure for General Records:
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.