Retention of Charter School Records
In compliance with Idaho Code, the Board of Directors establishes the following guidelines to provide administrative direction pertaining to the retention and/or disposal of Charter School records. This schedule likewise identifies the anticipated physical location where such records may be kept or maintained by the Charter School, in addition to the possible document retention of all categories of records on the school’s servers and computer systems.
The Charter School’s Public Records Custodian[s], in conjunction with the Executive Director, or designee, is responsible for the maintenance, safeguarding and destruction of the Charter School’s records. Performance of such duties shall be in cooperation with the Charter School’s Business Office, Directors of Maintenance and Transportation, Technology Coordinator, and other administrative personnel employed by the Charter School. However, each school employee is likewise responsible for having knowledge of this policy and the requirement to safeguard the Charter School’s records, electronic or otherwise, consistent with the chart below.
The Charter School’s Public Records Custodian[s] shall work in conjunction with the Charter School’s Technology department to assure that the school’s staff is aware of the routine destruction of electronic Charter School records, including emails, such that they are able to assure that the Charter School’s public records are retained consistent with this schedule, regardless of whether they are maintained in a hard copy or an electronic copy. In such a process, the Charter School’s employees need to retain Charter School records included on the schedule below, particularly student educational records, personnel records, and investigative records, in a format that is not part of the Charter School’s routine electronic records destruction and/or notify the technology personnel of the Charter School that a particular document is not to be destroyed as part of the routine destruction of electronic records.
Unless otherwise prohibited by applicable law, all Charter School records may be maintained electronically and/or in hard physical copy.
Method of Destroying Official Records
The Charter School official records, and any copy thereof that may be deemed to be confidential and/or not intended to be disseminated to the public, will be shredded before disposal.
Destruction of Electronic Mail/e-mail
The Charter School will store electronic mail/e-mails for a maximum period of _______. All email will be automatically deleted from the Charter School’s system at the end of this retention period. It is the responsibility of every School employee to assure that Charter School documents that need to be retained for a longer period of time due to federal law, State law, or the provisions of this policy are retained accordingly and in a different format than electronic mail. An employee’s failure to retain Charter School documents accordingly could serve as a basis for discipline, up to and including possible termination.
Suspending of Destroying Official Records
The Charter School will immediately cease the destruction of all relevant records, including electronic records, even if destruction is authorized by an approved Retention Schedule, for the following reasons:
- If the Charter School receives a Freedom of Information Act (FOIA)/Idaho Public Writings Act request;
- If the Charter School believes that an investigation or litigation is imminent; or
- If the Charter School is notified that an investigation or litigation has commenced.
The Public Records Custodians[s] and Executive Director are responsible for carrying out this policy.
If relevant records exist in electronic formats (such as email, digital images, word processed documents, databases, backup tapes, etc.) the Executive Director shall notify its information technology staff to cease the destruction of records relating to the subject matter of the suit/potential suit or investigation. Failure to cease the destruction of relevant records could result in penalties against the Charter School.
Charter School records shall be retained and/or disposed of as follows:
SCHOOL RECORDS RETENTION SCHEDULE | ||
---|---|---|
Retention Codes | ||
AC—After closed, terminated, completed, expired, settled, or last date of contact FE—Fiscal Year End (June 30th)
| LA—Life of Asset PM—Permanent US—Until Superseded | CO – Charter Office SB – School Buildings DM –Charter Maintenance DT –Charter Transportation |
RECORDS DESCRIPTION | RETENTION PERIOD | |
ADMINISTRATION—ATTENDANCE--ANNUAL ATTENDANCE SUMMARIES BY BUILDING | PM | CO, SB |
ADMINISTRATION—ATTENDANCE—Enrollment attendance data | 3 yr | CO, SB |
ADMINISTRATION – Authorizing Entity communications, and agreements | AC + 8 yr | CO |
ADMINISTRATION—BALLOTS AND OATHS OF ELECTION—until canvassed and recorded in the minutes | Not less than 8 months following election | CO |
ADMINISTRATION – Charter and all approved amendments; sufficiency review documentation and approvals | PM | CO |
ADMINISTRATION – Corporate documents – Articles of Incorporation, Bylaws and any approved amendments to same. | PM | CO |
ADMINISTRATION—CONTRACTS AND LEASES
| AC +6 yr | CO |
ADMINISTRATION—GENERAL CORRESPONDENCE | 3 yr | CO, SB |
ADMINISTRATION—DONATION/GIFT RECORDS | PM | CO, SB |
ADMINISTRATION—BOARD MEETINGS—AGENDA AND MINUTES: Official minutes and agenda of open meetings | PM | CO |
ADMINISTRATION—BOARD MEETINGS—CLOSED: Certified agendas or tape recordings of closed meetings | PM—Restricted Access | CO |
ADMINISTRATION—ORGANIZATION CHARTS: Any documentation that shows program accountability | PM | CO, SB, CM, CT |
ADMINISTRATION – Corporate filings with Idaho Secretary of State’s Office | PM | CO |
ADMINISTRATION—EDUCATION PROGRAM REVIEW RECORDS | AC+3 yr | CO, SB |
ADMINISTRATION—OFFICIAL STATE DEPARTMENT AND PUBLIC CHARTER COMMISSION REPORTS | PM | CO |
ADMINISTRATION—SCHOOL CERTIFICATION REPORTS | PM | CO |
ANNUAL REPORTS | PM | CO |
ANNUAL REPORTS – Performance Certificate | PM | CO |
APPEAL AND REVIEW RECORDS—Records may include but are not limited to narrative history or description of appeal; minutes and testimony; exhibits; reports and findings of fact; final orders, opinions, conclusions, or decisions; audio recordings; hearing schedules and lists of participants; and related correspondence and documentation. | PM | CO |
BOARD MEMBER RECORDS—Series documents board activities and serves as a reference source for board members. Records may include but are not limited to correspondence, plans, statements of goals and objectives, minutes, committee reports, budgets, financial statements, reports, and other reference material. Records are often compiled in a notebook for each member. | AC+3 yr NOTE: Some materials may warrant long-term retention. These materials should be reviewed for archival materials. | CO |
BOARD RECORDS—Series documents the official proceedings of the board meetings. Records may include agendas; minutes; meeting notices; items for Board action; Board packets, policies for approval, contested case hearings schedules; committee reports; exhibits; and related correspondence and documentation. Records may also include audio recordings of meetings used to prepare summaries. | PM | CO |
COMPUTER SYSTEMS-BACKUPS—Backups on tape, disk, CD, DVD, etc. CAUTION: Records stored in this format can be subpoenaed during litigation. | US or 1 year | CO |
EQUIPMENT-HISTORY FILE—Equipment service agreements, includes maintenance agreements, installation, and repair logs, etc. | LA+3 yr | CO, CM, CT |
EQUIPMENT MANUALS—Instruction and operating manuals | LA | CO, SB, CM, CT |
EQUIPMENT WARRANTIES | AC+1 yr | CO, SB, CM, CT |
FACILITIES OPERATIONS-APPRAISALS—Building or property | 3 yr | CO |
FACILITIES OPERATIONS-BUILDINGS PLANS AND SPECIFICATIONS—Includes architectural and engineering drawings, etc. | PM For leased structures retain AC+2 | CO, CM |
FACILITIES OPERATIONS-BUILDINGS, CONSTRUCTION CONTRACT, INSPECTION RECORDS AND PROJECT FILES—Building construction contracts, surety bonds and inspection records, Planning, design, construction records, and all bids, etc. | LA | CO, SB, CM |
FACILITY OPERATIONS—DAMAGE REPORTS; LOST AND STOLEN PROPERTY REPORTS | FE+3 yr | CO, SB, CM, CT |
FACILITY OPERATIONS-PROPERTY DISPOSAL RECORDS—Documenting disposal of inventoried property | PM | CO |
FACILITY OPERATIONS-PROPERTY MANAGEMENT SEQUENTIAL NUMBER LOGS—Property logs | US+3 yr | CO, SB, CM |
FACILITY OPERATIONS-SECURITY ACCESS RECORDS—Documents the issuance of keys, identification cards, passes, passwords, etc. | AC+2 yr AC=Until superseded, date of expiration, or date of termination, whichever is sooner | CO, SB, CM |
FACILITY OPERATIONS-SURPLUS PROPERTY SALE REPORTS | PM | CO, CM |
FACILITY OPERATIONS-UTILITY USAGE REPORTS | 1 yr | CO, CM |
FACILITY OPERATIONS-VEHICLE OPERATION LOGS | 1 yr | CO, CT |
FISCAL-ACCOUNTS PAYABLE/RECEIVABLE LEDGERS | FE+3 yr | CO, SB |
FISCAL-ANNUAL FINANCIAL REPORTS | PM | CO, SB, CM, CT |
FISCAL-ANNUAL OPERATING BUDGETS | FE+3 yr | CO, SB, CM, CT |
FISCAL-APPROPRIATION REQUESTS—Includes any supporting documentation in the appropriation request | FE+3 yr | CO, SB, CM, CT |
FISCAL-FINAL AUDIT REPORTS | PM | CO, SB |
FISCAL-BANK STATEMENTS | FE+3 yr | CO, SB |
FISCAL-CANCELLED CHECKS—Stubs/Warrants/Drafts | FE+3 yr | CO, SB |
FISCAL-CAPITAL ASSET RECORDS | LA+3 yr | CO, SB, CM, CT |
FISCAL-CASH RECORDS—Cash deposit slips; cash receipts log | FE+3 yr | CO, SB |
FISCAL-DEEDS AND EASEMENTS—Proof of ownership and right-of-way on property | PM | CO |
FISCAL-detail chart of accounts—One for all accounts in use for a fiscal year | FE+3 yr | CO, SB |
FISCAL-EXPENDITURE JOURNAL OR REGISTER | FE+3 yr | CO, SB |
FISCAL-EXPENDITURE VOUCHERS—Travel, payroll, etc. | FE+3 yr | CO, SB, cM, CT |
FISCAL-EXTERNAL REPORTS—Special purpose, i.e. federal financial reports, salary reports, etc. | FE+3 yr | CO, SB, CM, CT |
FISCAL-FEDERAL TAX RECORDS—Includes FICA records | AC+4 yr AC=Tax due date, date the claim is filed, or date tax is paid whichever is later | CO |
FISCAL-FEDERAL FUNDING RECORDS—Title I; Chapter 2; Title VI-B | FE+5 yr Or until all pending audits or reviews are completed | CO |
FISCAL—FEDERAL—USDA | AC+3 yr AC=submission of final expenditure | CO |
FISCAL-GENERAL LEDGERS; GENERAL JOURNAL VOUCHERS | FE+3 yr | CO, SB |
FISCAL-GRANTS—State and Federal | AC+3 yr AC=End of grant or satisfaction of all uniform administrative requirements for the grant CAUTION: Retention requirements may vary depending on the specific federal funding agency | CO, SB |
FISCAL-INSURANCE CLAIM FILES | AC+3 yr AC=Resolution of claim | CO |
FISCAL-INSURANCE POLICIES—all types | AC+5 yr AC=expiration or termination of policy according to its terms | CO |
FISCAL-LONG-TERM LIABILITY RECORDS—Bonds, etc | AC+4 yr AC=retirement of debt | CO |
FISCAL – All Tax Exempt filings for non-profit Corporate Status, including all documentation submitted to obtain non-profit corporate status. | PM | CO |
FISCAL-RECEIPTS JOURNAL OR REGISTER | FE+3 yr | CO, SB, CM, CT |
FISCAL-RECONCILIATIONS | FE+3 yr | CO, SB |
FISCAL-REIMBURSABLE ACTIVITIES—Requests and approval for reimbursed expenses for travel, training, etc. | FE+3 yr | CO, SB |
FISCAL-RETURNED CHECKS—Uncollectable warrants or drafts | AC+3 yr AC=After deemed uncollectible | CO, SB |
FISCAL-SIGNATURE AUTHORIZATIONS—Records authorizing an employee to initiate financial transactions for agency. Also, spending authority limits | US+FE+3 yr | CO |
INSTRUCTIONAL—Distance learning instruction that is recorded by the School. Such recording is not required by this policy. | [Until the end of the semester/trimester OR OTHER] | Electronic |
LEGAL-LITIGATION FILES-- | PM CAUTION: May contain attorney-client privileged information | CO, SB, CM, CT |
LEGAL-OPEN RECORDS REQUESTS—documentation relating to approved or denied requests for records under Idaho Public Records Law | PM | CO |
LEGAL-OPINIONS AND ADVICE—Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation | PM CAUTION: May contain attorney-client privileged information | CO, SB |
NEWS OR PRESS RELEASES | PM | CO, SB |
PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT REQUEST—Used to create and adjust employee leave balances | FE+5 yr | CO, SB, CM, CT |
PERSONNEL-APPLICATIONS FOR EMPLOYMENT—HIRED—Applications, etc. required by employment advertisement | AC+5 yr AC=Termination of employment | CO, SB, CM, CT |
PERSONNEL-APPLICATIONS FOR EMPLOYMENT—NOT HIRED—Applications, resumes, etc. required by employment advertisement | AC+2 yr AC=Date position is filled | CO, SB, CM,CT |
PERSONNEL-BENEFIT PLANS | US+5 yr | CO |
PERSONNEL-COMPLAINT RECORDS—Complaints received and records documenting their resolution | FE+3 yr CAUTION: If a complaint becomes the subject of litigation, it is subject to a longer retention period | CO, SB, CM, CT |
PERSONNEL-CORRECTIVE ACTION—those actions which do not affect pay, status, or tenure and are imposed to correct or improve job performance | PM CAUTION: If during the retention period these records are used to support personnel disciplinary action, the records should be retained according to Personnel Disciplinary Action series. | CO, SB, CM, CT |
PERSONNEL-DISCIPLINARY ACTION DOCUMENTATION—those actions that affect pay or status. They include demotion, dismissal, etc. | PM
| CO, SB, CM, CT |
PERSONNEL-EMPLOYEE STATEMENTS (Affidavits)—for insurance, personnel or other uses for which administration has sought such statements | PM
| CO, SB, CM, CT |
PERSONNEL-EMPLOYEE BENEFITS—documents relating to selection of benefits other than insurance | US+5 yr | CO |
PERSONNEL-EMPLOYEE COUNSELING RECORDS—Notes, etc. relating to job-specific counseling | PM
| CO, SB, CM, CT |
PERSONNEL-EMPLOYEE DEDUCTION AUTHORIZATIONS—documents relating to all deductions of pay | AC+5 yr AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever is sooner. | CO |
PERSONNEL-EMPLOYEE EARNINGS RECORDS | PM | CO |
PERSONNEL-EMPLOYEE INSURANCE RECORDS—School copy of selection records by employees of insurance offered by the School | US+ 5 yr | CO |
PERSONNEL-EMPLOYEE RECOGNITION RECORDS—Awards, incentives, etc. | PM
| CO, SB, CM, CT |
PERSONNEL-EMPLOYMENT ANNOUNCEMENT | 2 yr | CO |
PERSONNEL-EMPLOYMENT CONTRACTS | Original dates of hire +50 yr | CO |
PERSONNEL-EMPLOYMENT ELIGIBILITY—Documentation or verification of Federal report form INS I-9 | PM
| CO |
PERSONNEL-EMPLOYMENT SELECTION RECORDS—all records that document the selection process: i.e. polygraph, physicals, interview notes, etc. | 2 yr CAUTION: Does not include criminal history checks | CO, SB, CM, CT |
PERSONNEL-FORMER EMPLOYEE VERIFICATION RECORDS—minimum information includes name, social security number, exact dates of employment and last known address | PM | CO |
PERSONNEL-GRIEVANCE RECORDS—review of employee grievances against policies and working conditions, etc. Includes record of actions taken. | PM
| CO, SB, CM, CT |
PERSONNEL-HIRING PROCESS—CRIMINAL HISTORY CHECKS—criminal history record information on job applications | PM
| CO |
PERSONNEL-JOB PROCEDURE RECORD/JOB DESCRIPTION—any document detailing duties of positions on position-by-position basis | US+8 yr | CO, SB, CM, CT |
PERSONNEL-LEAVE STATUS REPORT—cumulative report for each pay cycle showing leave status | FE+3 yr | CO |
PERSONNEL-LIABILITY RELEASE FORM—statements of employees, patrons, etc. who have released the School from liability | PM | CO |
PERSONNEL-LICENSE AND DRIVING RECORD CHECK | PM | CO, CT |
PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE | 5 yr | CO, SB, CM, CT |
PERSONNEL-PAYROLL-DIRECT DEPOSIT APPLICATION/AUTHORIZATION | US+3 yr | CO |
PERSONNEL-PAYROLL-INCOME ADJUSTMENT AUTHORIZATION---used to adjust gross pay, FICA, retirement or compute taxes | US+3 yr | CO |
PERSONNEL-PERFORMANCE EVALUATION | PM | CO. SB, CM, CT |
PERSONNEL-PERSI ENROLLMENT FILE | PM | CO |
PERSONNEL-PERSI RECORD OF HOURS WORKED—Irregular help, half-time or greater | Date of hire +50 yr | CO |
PERSONNEL-PERSI TERMINATION RECORD | PM | CO |
PERSONNEL-PERSONNEL INFORMATION—documents that officially change pay, titles, benefits, etc. | PM | CO |
PERSONNEL-POLICY AND PROCEDURES MANUAL—any manual, etc. that establishes standard employment procedures | PM | CO, SB, CM, CT |
PERSONNEL-RESUME-UNSOLICITED | 1 yr | CO, SB, CM, CT |
PERSONNEL-SICK LEAVE POOL DOCUMENTATION—requests submitted, approvals, number of hours transferred in an out, etc. | LA+3 yr | CO |
PERSONNEL-TIME CARD AND TIME SHEET | PM | CO, SB, CM, CT |
PERSONNEL-TIME OFF AND/OR SICK LEAVE REQUEST | FE+3 yr | CO, SB, CM, CT |
PERSONNEL-TRAINING AND EDUCATIONAL ACHIEVEMENT RECORD-INDIVIDUAL—records documenting training, testing, or continued education | PM
| CO, SB, CM, CT |
PERSONNEL-UNEMPLOYMENT CLAIM RECORD | 5 yr | CO |
PERSONNEL-UNEMPLOYMENT COMPENSATION RECORDS | AC+5 yr | CO |
PERSONNEL-W-2 & W-4 FORMS | 5 yr from date of termination | CO |
PERSONNEL—WORKER’S COMPENSATION POLICIES | AC+10 yr AC=expiration of policy | CO |
PROCUREMENT-PERFORMANCE BOND—bonds posted by individuals or entities under contract with School | PM | CO |
PROCUREMENT-PURCHASING LOG—Log, etc. providing a record of purchase orders issued, orders received, etc. | FE+3 yr | CO, SB, CM, CT |
PROCUREMENT-BID DOCUMENTATION—includes bid requisition/authorizations, invitation to bid, bid specifications, and evaluations | FE+3 yr CAUTION: If a formal written contract is the result of a bid, etc., the bid and its supporting documentation must be retained for the same period as the contract. | CO, CM, CT |
RECORDS MANAGEMENT—RECORDS RETENTION SCHEDULE; DISPOSITION LOG (listing records destroyed or transferred); CONTROL MATERIALS (indexes, card files, etc.); DESTRUCTION APPROVAL SIGN-OFFS | PM | CO, SB, CM, CT |
SAFETY-ACCIDENT REPORTS | 8 yrs* For Minors, 8 yrs after minor reaches age of 18 | CO, SB, CM, CT |
SAFETY-DISASTER PREPAREDNESS AND RECOVERY PLANS | PM | CO, SB, CM, CT |
SAFETY-EVACUATION PLANS | PM | CO, SB |
SAFETY-FIRE ORDERS—issued by fire marshal to correct deficiencies in compliance with the fire code | AC+3 yr AC=deficiency corrected | CO, SB, CM |
SAFETY-HAZARDOUS MATERIALS DISPOSAL RECORDS—Material safety data sheets must be kept for those chemicals currently in use that are affected by the Hazard Communication Standard in accordance with 29 CFR § 1910.1200(g). | PM | CO, CM |
SAFETY-INCIDENT REPORTS—Reports concerning incidents which, upon investigation, were of a non-criminal nature | 3 yr (or 30 yr*) *Exposure records require 30 year retention per 29 CFR § 1910.1020(d)(ii)(B)Footnote(1) | CO, SB, CM, CT |
SAFETY-INSPECTION RECORDS—Fire, safety, and other inspection records of facilities and equipment | AC+3 yr AC=Date of the correction of the deficiency, if the inspection report reveals a deficiency. | CO, SB, CM |
SAFETY-MATERIAL DATA SAFETY SHEETS | 30 yrs after the end of use of the substance | CO, CM |
SAFETY-WORKPLACE CHEMICAL LISTS | 30 yr | CO, SB, CM |
STUDENTS – Lottery process records including advertisements and notices, submitted student lottery requests and lottery results. | FE + 8 yr | CO, SB |
STUDENTS-EDUCATION RECORDS—Student’s name, birth date, last address, dates of attendance, graduation date and grades earned | PM | CO, SB |
STUDENTS-SPECIAL EDUCATION RECORDS—educational records, including eligibility documentation and IEPs | FE+6 yr | CO, SB |
STUDENTS-MEDICAID RECORDS-claims, reimbursements, and supporting documentation | FE +5 yr | CO, SB |
VEHICLE-INSPECTION, REPAIR AND MAINTENANCE RECORDS | LA+1 yr | CO, DT |
VEHICLE-TITLE AND REGISTRATION | 1 yr | CO, DT |
VOLUNTEER RECORDS—records may include recruitment and selection records, volunteer personnel and intern personnel information forms, intern agreements, volunteer and intern time records, emergency notification forms, insurance documentation and correspondence | AC+3 yr AC=End of term of volunteer or intern | CO, SB |
WEBSITE/WEB PAGES—INTERNET/INTRANET—system development documentation for initial setup; subsequent changes and content of pages | PM | CO, SB |
In the event that Charter School records do not correspond to any of the above listed categories, the Executive Director will determine the period of retention for a particular record.
Legal References:
I.C. § 33-508 Duties of Clerk
I.C. § 33-701(8) Fiscal Year—Payment and Accounting of Funds
I.C. § 56-209h Administrative Remedies
I.C. § 67-4131 Records Management Services—Rules, Guidelines, Procedures
I.C. § 74-101 Definitions
I.C. § 74-119 Agency Guidelines
Other References:
State Board of Education - Agency Specific Records Retention Schedule of the Records Management Guide, Idaho Records Center
SDE Idaho Special Education Manual, current edition
Policy History:
Adopted on: July 26, 2021
Revised on:
Reviewed on: