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Record Retention Schedule

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APPENDIX 

RECORDS RETENTION SCHEDULE 

How To Use The Records Retention Schedule 

The Records Retention Schedule lists records that are created, received or retained as a result of  school operations. The schedule includes a description of the records, format in which the records  will be retained, classification of the records, retention period, and disposal code. The following  information will assist in applying this schedule. 

Record Formats 

Media codes are used to identify the format(s) that the school may choose to maintain specified  records and are assigned as follows: 

  1. Paper 
  2. Microform 
  3. Electronic (machine readable) 
  4. Audiovisual (tapes, movies, film strips, etc.) 
  5. Cartographic (maps, drawings, blueprints, plans, etc.) 
  6. Photographic 

Record Classification 

School records will be classified as follows, based on the information contained therein: 

Public – These records will be made available for access and duplication in accordance with law,  Board Policy and administrative regulations. 

Exempt – These records are exempt from public access by law. 

Contains exempt information – These records contain information that is exempt from public  access by law. 

Confidential – These records are also exempt from public access but specifically designated as  confidential or privileged by law, regulation or court order. 

Records that are exempt from public access or contain information that is exempt from public  access will be protected from unauthorized access in accordance with law, Board policy, and  administrative regulations. Any exempt information will be separated or redacted from an  otherwise public record before being made available to a requester. Confidential records may only  be accessed, released and/or disseminated by authorized personnel in accordance with law,  regulation, or court order and will not be released under the district’s discretionary authority to  release exempt records.

Retention Periods 

Retention periods listed on the schedule are given in years, unless otherwise indicated. Upon  expiration of the retention period, all identified records will be disposed of in accordance with  Board policy and this schedule. 

Disposal Codes 

Disposal codes are used to direct the final disposition of records. Records must be disposed of  according to the assigned code listed on the schedule. Assigned disposal codes are as follows: 

  1. Routine Handling – No special precautions are necessary upon disposal. The records should be  recycled or disposed of in accordance with standard district procedures. 
  2. Special Handling – The destruction of records containing privileged, confidential, exempt or  sensitive information that requires special handling by shredding, burning, erasing or any other  method that reduces information to an illegible condition. 
  3. Archival Retention – Records requiring permanent retention or records that have sufficient  archival or historic value must be preserved in perpetuity. 
  4. Delete – For use with electronic records. When electronic records have met their retention  period, they will be deleted. 

Records Not On Schedule 

For any record not covered by the retention schedule, the Records Management Committee will  determine how long the record must be kept and recommend any necessary revisions to the  retention schedule. 

Schedule

Record Description  Record  

Format

Retention Period 

(in years)

Disposal 

Code

Administrative Records
Feasibility Studies  A, C  1, 4
PSSA Results  A, C  Permanent  3
Public Record Requests  A, C  1 from date received  1, 4
School Report Cards  A, C  Permanent  3
Strategic Plan  A,C  One (1) copy permanent  3
Complaints/Challenges
Investigation Records  A,C,D,E,F  6 after final resolution  2,4
Regarding School Employee(s)  A,B,C  7 after employment ends  2,4
Regarding Instructional  

Materials or School Programs

A, B, C  1, 4
School Organization Records
Charter Agreements  A,C,E  Permanent  3

 

Photographs/Movies of  

Historical Value

C, D, F  Permanent  3
Employment Contracts
Individual Employment  

Contracts/Board Resolutions

A,C  4 after employment ends  1, 4
Facility Use Records
Application  A, C  1, 4
Fee Schedule (if any)  A, C  Current  1, 4
Financial Records
Accounts Payable  A, B, C  1, 4
Accounts Receivable  A, B, C  1, 4
Adopted Annual Budget  A, B, C  10  1, 4
Annual Financial Reports  A, B, C  permanent  3
Annual Audit Reports  A, B, C  Permanent  3
Bank Statements  A, B, C  1, 4
Check Registers  A, B, C  1, 4
Deposit Slips  A, B, C  1, 4
General Ledger  A, B, C  Permanent  3
Grant Records (Successful)  A,C  6 after close of grant  1, 4
Investment Records  A, B, C  6 after cancellation  1, 4
Purchase Orders  A, B, C  1, 4
Free and Reduced Lunch  

Program Records

Accounts/Audits  A, B, C  1, 4
Application for participation  A, C  2, 4
Program Requirements  A, B, C  1, 4
Insurance Records
Claims  A, B, C  6 after settlement  2, 4
Policies/Contracts  A, B, C  6 after expiration  1, 4
Litigation Files
Pleadings, Motions, Briefs, Other  Filings A, B, C  7 after final conclusion of  litigation 1, 4
Decision/Ruling  A, B, C  7 after final conclusion of  litigation 1, 4
Medical Records
Medical Records (Employee)  A, C  3 after employment ends  2, 4
Medical Records (Employee  Exposure to Toxic Substance) A, C  30 after employment ends  2, 4
Medical Records (Student)  A, C  2 after graduation  2, 4
Pre-employment medical  

examination

A, C  3 after employment ends  2, 4
Payroll Records
Deduction Authorizations  A, B, C  2, 4
Direct Deposit Forms  A, B, C  2, 4
Time Cards  A, B, C  1, 4

 

Unemployment Compensation  Records A, B, C  4 after contributions paid  2, 4
Wage and Tax Statements (W-2  forms) A, B, C  2, 4
Withholding Allowance  

Certificates (W-4 Forms)

A, B, C  6 after employment ends  2, 4
Personnel Records
Attendance Records  

(Employees)

A, C  3 after employment ends  1, 4
Background Check  

Documentation

A, B, C  4 after employment ends  2, 4
Continuing  

Education/Professional  

Development

A, C  3 after employment ends  2, 4
Credentials  

(Certificates/Licenses)

A, B, C  4 after employment ends  1, 4
Discipline Records (Employees)  A, B, C  7 after employment ends  2, 4
Employment Application  

(Hired)

A, B, C  7 after employment ends  2, 4
Employment Application  A, C  4 after position filled  2, 4
Equal Employment Opportunity  Reports A, C  1, 4
Evaluations (Employees)  A, C  3 after employment ends  2,4
Immigration Reform and  

Control Act Form I-9  

(Employment Eligibility  

Verification Form)

A, C  Later of 3 years after hire  or 1 year after termination 2, 4
Leave Records (FMLA)  A, C  3 after employment ends  2, 4
Leave Records (Other)  A, B, C  3 after employment ends  2, 4
Pre-Employment reference  

checks

A, C  3 after employment ends  2, 4
Request for Reasonable  

Accommodation (ADA)

A, B, C  1 after denial or resolution  2, 4
Resignations  A, B, C  7 after employment ends  1, 4
Retirement Records  A, B, C  7 after employment ends  2, 4
Property Records
Building Blueprints  C, E  Permanent  3
Construction Contracts  A, B, C  12 after completion  1, 4
Deeds and Related Records  A, B, C  Permanent  3
Equipment Inventories  A, B, C  1, 4
Fixed Asset List  A, B, C  Permanent  3
Inventory Disposal Records  A, C  3 after disposition  1, 4
Leases (Real Estate)  A, B, C  Permanent  3
Leases (Equipment/Vehicles)  A, B, C  6 after expiration  1, 4
Pesticide Application Record  A, C  1, 4

 

Real Property Purchase or Sale  A, B, C  Permanent  3
Purchasing Records (Goods and  Services)
Advertisements  A, B, C  6 after completion  1, 4
Bid Documents (Accepted)  A, B, C  6 after completion  1, 4
Bid Documents (Declined)  A, C  3 after completion  1, 4
Financial Information of Bidders  A, C  3 after completion  2, 4
Specifications  A, B, C  6 after completion  1, 4
Written or telephonic price  

quotations

A, C  3 after completion  1, 4
Safety Records
Accident Reports  A, B, C  2, 4
Emergency Preparedness Plan  A, C  2 after revised  1, 4
Material Safety Data Sheets  (MSDS) A, C  Current  1
Safe School Act Reports  A, B, C  Permanent  3
Visitor Registration  A, C  1, 4
Board of Trustee Records
Board Meeting Agendas  A, C  1, 4
Board Minutes (Approved)  A, B, C  Permanent  3
Board Policies and Procedures  (Current) A, B, C  Permanent  3
Board Policies and Procedures  (Old) A, B, C  Permanent  3
Ethics statements and  

Statements of Financial Interest

A, B, C  1, 4
Notes, Recordings, and/or any  other materials used to prepare  official minutes A, C, D  Until official minutes are  approved 1, 4
Official Recordings of Board  Meetings C, D  1, 4
Workers Compensation Records  A, B, C  7 after claim closed  2, 4