Policy 8605 - Retention of Charter School Records

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:

  1. If the Charter School receives a Freedom of Information Act (FOIA)/Idaho Public Writings Act request;
  2. If the Charter School believes that an investigation or litigation is imminent; or
  3. 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 DESCRIPTIONRETENTION PERIOD 
ADMINISTRATION—ATTENDANCE--ANNUAL ATTENDANCE SUMMARIES BY BUILDINGPMCO, SB
ADMINISTRATION—ATTENDANCE—Enrollment attendance data3 yrCO, SB
ADMINISTRATION – Authorizing Entity communications, and agreementsAC + 8 yrCO
ADMINISTRATION—BALLOTS AND OATHS OF ELECTION—until canvassed and recorded in the minutesNot less than 8 months following electionCO
 
  1.  
 
ADMINISTRATION – Charter and all approved amendments; sufficiency review documentation and approvalsPMCO
ADMINISTRATION – Corporate documents – Articles of Incorporation, Bylaws and any approved amendments to same.PMCO

ADMINISTRATION—CONTRACTS AND LEASES

 

AC +6 yrCO
ADMINISTRATION—GENERAL CORRESPONDENCE3 yrCO, SB
ADMINISTRATION—DONATION/GIFT RECORDSPMCO, SB
ADMINISTRATION—BOARD MEETINGS—AGENDA AND MINUTES: Official minutes and agenda of open meetingsPMCO
ADMINISTRATION—BOARD MEETINGS—CLOSED: Certified agendas or tape recordings of closed meetingsPM—Restricted AccessCO
ADMINISTRATION—ORGANIZATION CHARTS: Any documentation that shows program accountabilityPMCO, SB, CM, CT
ADMINISTRATION – Corporate filings with Idaho Secretary of State’s OfficePMCO
ADMINISTRATION—EDUCATION PROGRAM REVIEW RECORDSAC+3 yrCO, SB
ADMINISTRATION—OFFICIAL STATE DEPARTMENT AND PUBLIC CHARTER COMMISSION REPORTSPMCO
ADMINISTRATION—SCHOOL CERTIFICATION REPORTSPMCO
ANNUAL REPORTSPMCO
ANNUAL REPORTS – Performance CertificatePMCO
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.PMCO
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.PMCO

COMPUTER SYSTEMS-BACKUPS—Backups on tape, disk, CD, DVD, etc.

CAUTION: Records stored in this format can be subpoenaed during litigation.

US or 1 yearCO
EQUIPMENT-HISTORY FILE—Equipment service agreements, includes maintenance agreements, installation, and repair logs, etc.LA+3 yrCO, CM, CT
EQUIPMENT MANUALS—Instruction and operating manualsLACO, SB, CM, CT
EQUIPMENT WARRANTIESAC+1 yrCO, SB, CM, CT
FACILITIES OPERATIONS-APPRAISALS—Building or property3 yrCO
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.LACO, SB, CM
FACILITY OPERATIONS—DAMAGE REPORTS; LOST AND STOLEN PROPERTY REPORTSFE+3 yrCO, SB, CM, CT
FACILITY OPERATIONS-PROPERTY DISPOSAL RECORDS—Documenting disposal of inventoried propertyPMCO
FACILITY OPERATIONS-PROPERTY MANAGEMENT SEQUENTIAL NUMBER LOGS—Property logsUS+3 yrCO, 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 REPORTSPMCO, CM
FACILITY OPERATIONS-UTILITY USAGE REPORTS1 yrCO, CM
FACILITY OPERATIONS-VEHICLE OPERATION LOGS1 yrCO, CT
FISCAL-ACCOUNTS PAYABLE/RECEIVABLE LEDGERSFE+3 yrCO, SB
FISCAL-ANNUAL FINANCIAL REPORTSPMCO, SB, CM, CT
FISCAL-ANNUAL OPERATING BUDGETSFE+3 yrCO, SB, CM, CT
FISCAL-APPROPRIATION REQUESTS—Includes any supporting documentation in the appropriation requestFE+3 yrCO, SB, CM, CT
FISCAL-FINAL AUDIT REPORTSPMCO, SB
FISCAL-BANK STATEMENTSFE+3 yrCO, SB
FISCAL-CANCELLED CHECKS—Stubs/Warrants/DraftsFE+3 yrCO, SB
FISCAL-CAPITAL ASSET RECORDSLA+3 yrCO, SB, CM, CT
FISCAL-CASH RECORDS—Cash deposit slips; cash receipts logFE+3 yrCO, SB
FISCAL-DEEDS AND EASEMENTS—Proof of ownership and right-of-way on propertyPMCO
FISCAL-detail chart of accounts—One for all accounts in use for a fiscal yearFE+3 yrCO, SB
FISCAL-EXPENDITURE JOURNAL OR REGISTERFE+3 yrCO, SB
FISCAL-EXPENDITURE VOUCHERS—Travel, payroll, etc.           FE+3 yrCO, SB, cM, CT
FISCAL-EXTERNAL REPORTS—Special purpose, i.e. federal financial reports, salary reports, etc.FE+3 yrCO, 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 VOUCHERSFE+3 yrCO, 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.  PMCO
FISCAL-RECEIPTS JOURNAL OR REGISTERFE+3 yrCO, SB, CM, CT
FISCAL-RECONCILIATIONSFE+3 yrCO, SB
FISCAL-REIMBURSABLE ACTIVITIES—Requests and approval for reimbursed expenses for travel, training, etc.FE+3 yrCO, 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 limitsUS+FE+3 yrCO
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 LawPMCO
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 RELEASESPMCO, SB
PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT REQUEST—Used to create and adjust employee leave balancesFE+5 yrCO, 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 PLANSUS+5 yrCO
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 insuranceUS+5 yrCO
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 RECORDSPMCO
PERSONNEL-EMPLOYEE INSURANCE RECORDS—School copy of selection records by employees of insurance offered by the SchoolUS+ 5 yrCO
PERSONNEL-EMPLOYEE RECOGNITION RECORDS—Awards, incentives, etc.

PM

 

CO, SB, CM, CT
PERSONNEL-EMPLOYMENT ANNOUNCEMENT2 yrCO
PERSONNEL-EMPLOYMENT CONTRACTSOriginal dates of hire +50 yrCO
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 addressPMCO
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 basisUS+8 yrCO, SB, CM, CT
PERSONNEL-LEAVE STATUS REPORT—cumulative report for each pay cycle showing leave statusFE+3 yrCO
PERSONNEL-LIABILITY RELEASE FORM—statements of employees, patrons, etc. who have released the School from liabilityPMCO
PERSONNEL-LICENSE AND DRIVING RECORD CHECKPMCO, CT
PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE5 yrCO, SB, CM, CT
PERSONNEL-PAYROLL-DIRECT DEPOSIT APPLICATION/AUTHORIZATIONUS+3 yrCO
PERSONNEL-PAYROLL-INCOME ADJUSTMENT AUTHORIZATION---used to adjust gross pay, FICA, retirement or compute taxesUS+3 yrCO
PERSONNEL-PERFORMANCE EVALUATIONPMCO. SB, CM, CT
PERSONNEL-PERSI ENROLLMENT FILEPMCO
PERSONNEL-PERSI RECORD OF HOURS WORKED—Irregular help, half-time or greaterDate of hire +50 yrCO
PERSONNEL-PERSI TERMINATION RECORDPMCO
PERSONNEL-PERSONNEL INFORMATION—documents that officially change pay, titles, benefits, etc.PMCO
PERSONNEL-POLICY AND PROCEDURES MANUAL—any manual, etc. that establishes standard employment proceduresPMCO, SB, CM, CT
PERSONNEL-RESUME-UNSOLICITED1 yrCO, SB, CM, CT
PERSONNEL-SICK LEAVE POOL DOCUMENTATION—requests submitted, approvals, number of hours transferred in an out, etc.LA+3 yrCO
PERSONNEL-TIME CARD AND TIME SHEETPMCO, SB, CM, CT
PERSONNEL-TIME OFF AND/OR SICK LEAVE REQUESTFE+3 yrCO, 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 RECORD5 yrCO
PERSONNEL-UNEMPLOYMENT COMPENSATION RECORDSAC+5 yrCO
PERSONNEL-W-2 & W-4 FORMS5 yr from date of terminationCO
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 SchoolPMCO
PROCUREMENT-PURCHASING LOG—Log, etc. providing a record of purchase orders issued, orders received, etc.FE+3 yrCO, 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-OFFSPMCO, 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 PLANSPMCO, SB, CM, CT
SAFETY-EVACUATION PLANSPMCO, 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).PMCO, 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 SHEETS30 yrs after the end of use of the substanceCO, CM
SAFETY-WORKPLACE CHEMICAL LISTS30 yrCO, SB, CM
STUDENTS – Lottery process records including advertisements and notices, submitted student lottery requests and lottery results.  FE + 8 yrCO, SB
STUDENTS-EDUCATION RECORDS—Student’s name, birth date, last address, dates of attendance, graduation date and grades earnedPMCO, SB
STUDENTS-SPECIAL EDUCATION RECORDS—educational records, including eligibility documentation and IEPsFE+6 yrCO, SB
STUDENTS-MEDICAID RECORDS-claims, reimbursements, and supporting documentationFE +5 yrCO, SB
VEHICLE-INSPECTION, REPAIR AND MAINTENANCE RECORDSLA+1 yrCO, DT
VEHICLE-TITLE AND REGISTRATION1 yrCO, 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 pagesPMCO, 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: