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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 (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
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.
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