Record Series General Description Retention Final … · School Records Retention Schedule: Pre-K through Grade 12 ... IRS Form W-2 Shows gross earnings, taxes withheld, non-taxable

School Records Retention Schedule: Pre-K through Grade 12

For Closed Schools: For records with the

final disposition "destroy" you must retain

the record series for the entire length of

time specified in the retention column, and

then the records may be destroyed. You

may also destroy records with the final

disposition "School Archives" after the

school has closed unless the series is

highlighted in blue. Series highlighted in

blue must be retained permanently.

Administrative Records

Annual Reports Any annual report produced by any official

governing body or official committee of the school,

including the Board of Directors (for regional

schools), the School Advisory Council, the School

Finance Committee, the Nominating Committee,

the Advancement Committee, the Strategic

Planning Committee, the Technology Committee,

Transportation, Library/Media Center and the

Parent Organization. This also includes the

Annual Accreditation Report, which details

progress toward the school's strategic plan.

Permanent School Archives

Calendar, Adopted and Actual Number of days and length of day by grade level,

reflecting updated activities during the year

3 years Destroy

Census, Annual School Estimated and actual count of students Permanent School Archives

Changes to the School's Philosophy or

Mission


Record Series General Description Retention Final Disposition

Page 1 of 16



Correspondence, Official Correspondence generated and received in the

course of conducting school business that concerns

school policy, governance, administration, legal

matters, and Archdiocesan directives.


Correspondence, General Office Correspondence generated and received in the

ordinary course of business not related to the

activities described above.

Until administrative value ceases Destroy

Election Records Ballots, notices, notifications, publications 1 year after election or challenge

to the election

Destroy

Emails--See Correspondence The retention schedule is the same for paper and

electronic records.

Grant Applications, Successful For programs for capital projects unrelated to

scholarships (see "scholarships" in Tuition and Fees

section for scholarship information)

3 years after completion of the

activity for which the funds were

used

Destroy

Grant Applications, Unsuccessful For programs and capital projects unrelated to

scholarships (see "scholarships" for in Tuition and

Fees section scholarship information)

1 year Destroy

Historical Materials Historical booklets, student and staff directories,

graduation programs, school newspaper,

yearbooks.


In-service Workshops Attendance records, agenda and materials 3 years Destroy

Insurance Claims For accidents or injuries 7 years after final settlement

except those involving a minor--

save for 6 years AND until minor

turns 19

Destroy

Insurance Policies Permanent School Archives

Inter District Cooperatives Includes vocational, special education and special

purpose cooperatives formed by joint powers

agreements. Records should be retained and

disposed of in accordance with the retention

periods for the specific series of records listed in the

schedule


Liquor Licenses 7 years Destroy

Page 2 of 16



Long-range plans, approved Permanent School Archives

Meeting Minutes Parish schools: approved meeting minutes

generated by the School Advisory Council,

including minutes of its annual meetings. Regional

schools: approved meeting minutes generated by

the Board of Directors and School Advisory

Councils. Approved meeting minutes from

officially-designated committees and faculty

meetings should also be kept.


Parent Organization Records Secretary's books, treasurer's books, annual reports,

scrapbooks


Photographs, Identified Related to school history (class photos, staff photos,

photos of graduation ceremonies, photos of the

building's construction)


Photographs, Unidentified Related to school history (property, clergy,

teachers, students, events)


Photographs, Promotional Photographs of students intended to be distributed

on the school's website, social media outlets, or in

printed promotional materials. Parent permission

forms must accompany these.

Keep photos and accompanying

permission forms until

administrative value ceases

Destroy

Reports and Surveys submitted to the

Archdiocese (not including Annual

Accreditation Report for Parish Schools)

Financial reports (excluding audits and formal

reviews--see "financial" section), MCEA surveys,

PCYI surveys, preschool surveys, facilities surveys,

personnel surveys.


Subject Files Internal memoranda, schedules, information about

other organizations, etc.


Video tapes/CDs/hard drives Building and transportation security tapes until relooped Destroy

Personnel

Page 3 of 16



Employee eligibility verification forms (I-

9 Forms)

Immigration and Naturalization Service form I-9

completed for every employee hired after 11-6-

1986, verifying that the employee is legally

authorized to work in the U.S.

Either for 3 years after the date of

hire or for 1 year after

employment is terminated,

whichever is later.

Destroy

Employee Medical Records and

Exposure to Hazardous Material

Records

Medical records are any record concerning the

health status of an employee. Exposure records are

a record containing information related to

environmental monitoring or measuring, biological

monitoring results, or any employee exposure to a

toxic substance or harmful physical agent. All

records related to an employee's health should be

filed separate from the general personnel file and

be kept strictly confidential.

30 years after separation of an

employee.

Destroy

Grievance Files Any complaint filed under Justice in Employment

or state or federal statutes including accusations of

harassment, retaliation, discrimination, or whistle

blowing. Materials documenting the employee's

complaint and any associated documents--

including conciliation, arbitration, or court files.


Insurance, Health Enrollment cards until superseded Destroy

Insurance, Health Employees on leave of absence including FMLA,

long-term disability, retired teachers, surviving

spouse, terminated employees

2 years after insurance coverage

terminates

Destroy

IRS Form W-2 Shows gross earnings, taxes withheld, non-taxable

income, etc.

7 years Destroy

Labor Contracts Contracts between employees and management for

compensation. This includes correspondence,

salary schedules, and personnel policies.


Long Term Disability Claims/Awards 10 years after final settlement of

claims

Destroy

Page 4 of 16



OSHA Citations of Penalty Notifications of violations Until violation has been corrected Destroy

Personnel Records File The personnel file may contain any application for

employment; wage or salary history; notices of

commendation, warning, discipline, or termination;

authorization for a deduction or withholding of

pay; fringe benefit information; leave records; and

employment history with the employer, including

salary and compensation history, job titles, dates of

promotions, transfers, and other changes,

attendance records, performance evaluations, and

safety and training documentation. Teaching

licenses should be filed here as well.

Retain for active employees plus 6

years after the separation of an

employee. Any warning,

discipline, or termination

documentation should be moved

to the employee's Safe

Environment Training file for

permanent retention after the

employee's separation. For

closed schools warning,


documentation of former staff

must also be kept.

Destroy

Recruitment and Selection Materials Job announcements and ads, job postings, resumes,

cover letters, applications, test scores, interview

records, reference checks, etc. for those not hired.

2 years from date of the personnel

action to which the record relates

Destroy

Safe Environment Training Background checks, record of completed VIRTUS

training, and yearly signed Codes of Conduct.

These records must be kept for both parish

employees and volunteers who have unsupervised

access to children. This file may also include

warning, discipline, or termination documentation

for former employees.

Permanent. These documents

must be kept in perpetuity even

for closed schools.

School Archives

Page 5 of 16



Supervisor's File on Employee The supervisor's file may contain any application

for employment including letters of reference and

transcripts; information related to the investigation

of a violation of a criminal or civil statute, results of

employer testing (except the employee may see the

cumulative score for the test or a section of the

test), information relating to the employer's salary

system and staff planning including judgment,

recommendations, plans to downsize or promote

an employee or to change the employee's job

assignment, written comments or data of a

personal nature about a person other than the

employee if disclosure of the information would

constitute an intrusion upon the other person's

privacy, written comments or data kept by the

employee's supervisor or an executive, any portion

of a written or transcribed statement by a coworker

of the employee that concerns job performance or

job-related misconduct. See MS 181.960 for more

information.

Retain for active employees plus 6

years after the separation of an

employee. Any warning,


documentation should be moved

to the employee's Safe

Environment Training file for

permanent retention after the

employee's separation. For

closed schools warning,


documentation of former staff

must also be kept.

School Archives

Unemployment Claims/Compensation Claims for unemployment 2 years after claim resolution Destroy

Volunteer Personnel file for volunteers

without regular, unsupervised access to

children

Application form, references 1 year after separation Destroy

Volunteer Personnel file for volunteers

with regular, unsupervised access to

children

Including tutors and chaperones. In addition to

application forms and references these volunteers

must have VIRTUS training, code of conduct, and

background checks


Page 6 of 16



Worker's Compensation Reports and correspondence dealing with injuries,

including first report of injury and worker's

compensation claims. If infectious disease retain 30

years. These should be kept separate from the

personnel file.

20 years after the separation of an

employee

Destroy

Year End Payroll

Registers (also called employee earnings

reports or annual payroll history)

For each employee. Includes name, address, date of

birth, occupation, rate of pay, compensation earned

each pay period


Financial

Accounts Receivable Documentation,

general

Record of all accounts of monies owed to the

school. Generally consists of billings issued to

private organizations or other agencies or

employees for authorized services or supplies.

Includes receipts showing monies received.

7 years Destroy

Accounts Payable Documentation,

general

Record of all accounts of monies owed to other

parties by the school. Generally consists of

purchase requisition, purchase orders, bills,

invoices, check vouchers, payment authorizations,

reports of receipt of goods or services, and shipping

tickets.

7 years Destroy

Audit Reports (if available) and/or

Review Reports


Banking Records Bank statements, cancelled checks, check registers,

deposit slips, debit and credit notices,

reconciliations, notices of interest earned, etc.

7 years Destroy

Cafeterial Plan Records 7 years Destroy

Page 7 of 16



Charitable gaming A record must be kept on each occasion when a

school conducts gambling, including bingo. The

record must include gross receipts, quantities of

free plays if any, expenses, prizes, and gross profit.

Winning pull tab tickets of more than $50, along

with the name of the winner, must be kept. Refer

to Minnesota State Statute 349.19 for detailed

information.

7 years Destroy

Donation Records, property Special or large ($1,000 or more) donations of

property made to the school. May include stained

glass windows or altar for the school chapel,

playground equipment, park benches, and works

of art. Record the name of donor and a description

of the item they contributed.


Dues Deductions Authorization For union dues 3 years minimum. For

convenience you may choose to

keep these 7 years.

Destroy

Fundraising Records: final report The final report of funds generated by the event

(candy sales, fun runs, etc.)

7 years Destroy

Fundraising Records: student tracking

sheets, promotional materials

Individual student tracking records (number of

candy bars sold, etc.), promotional information

from outside vendors involved with the fundraiser.

1 year Destroy

Investment Records 7 years Destroy

Garnishments Wage garnishment, notice of bankruptcy, wage

levy and related documents

3 years after expiration minimum.

For convenience you may choose

to keep these for 7 years.

Destroy

Page 8 of 16



General Ledger Year-End Summary A general ledger is a master set of accounts that

summarizes all financial transactions within the

parish. Year-end summary reports include debit,

credit, and balance amounts per account; budget,

fund, and department number tables; and totals for

funds and accounts.


Loan Files Mortgages, receipts, payment schedules 7 years after the loan is repaid Destroy

Loan Files, proof of final payment Document showing that a loan has been paid off. Permanent School Archives

Proxies and Requests for Proxies Permanent School Archives

Quotes Quotes received for products and services 1 year after receipt Destroy

Scholarships and grants, awarded to

students by the school

Applications (including household financial

information such as tax returns, pay stubs, etc.),

correspondence, awarded letters

7 years after the award of each

scholarship

Destroy

Scholarships, outside scholarships

received by individual students or

groups of students

Applications (if the school applies for the

scholarship on behalf of students), award letters for

money received, award letters sent out to students

or student households listing awards.

7 years Destroy

Scholarships, donations received for

named scholarships for general tuition

assistance

Includes donor contribution statements and

information on any scholarship use conditions or

restrictions

Keep all records related to

donations and individual

scholarship condition/restriction

information until all funds in the

scholarship are awarded, plus 7

years.

Destroy

Tax Exemption Records Certificates, correspondence Permanent School Archives

Tax Returns State and federal, signed copy Permanent School Archives

Timecards 7 years Destroy

Tuition & Fees, collected Record of paid tuition and fees 7 years Destroy

Page 9 of 16



Tuition & Fees, uncollected List of students owing tuition or fees to the school. Once these are resolved treat them

as "Tuition & Fees, collected." For

accounts that remain unresolved

keep all documentation, including

collection agency correspondence

and correspondence to and from

parents, for 7 years after the last

account activity.

Destroy

Voluntary Withholdings Requests for withholding (United Way, Savings

Bonds, etc).

Minimum of 2 years after

expiration or until superceded.

For convenience you may choose

to keep these 7 years.

Destroy

Legal

Articles of Incorporation and changes to

articles of incorporation

For regional schools. Permanent School Archives

Bylaws and amendments to bylaws For regional schools. Parish schools may also have

bylaws of the school advisory council.


Charters or constitutions These are documents outlining the role of groups

that advise the school, such as the Parent

Organization.


Closed Wills, Estates, and Trust Files Copy of will, correspondence, record of receipt,

and other legal records

7 years after closing of probate or

estate or the termination of the

trust

Destroy

Contracts, other than construction and

labor

Record between two or more parties in which each

party agrees to provide goods or services in

exchange for compensation

Retain for 7 years after completion

of terms, expiration, or

cancellation

Destroy

Court Orders Court orders that are not part of a lawsuit file,

usually involving parental custody matters

1 year after the action is completed Destroy

Page 10 of 16



Lawsuit Files Any documents related to potential or realized

lawsuits, including those related to employment

issues such as harassment or discrimination


Memoranda of Understanding For regional schools. This is a document that

outlines the obligation between the school and each

supporting parish.


Construction and Property

Accident/Damage Reports For school-related property 10 years Destroy

Architectural Drawings, Blueprints,

Floor Plans, and Specifications


Asbestos abatement records Permanent School Archives

Building Maintenance Records Records of routine maintenance Until administrative value ceases Destroy

Construction Files Contracts, correspondence, permits, and

specifications for construction of the school,

rectory, convent, and any other buildings on school

property


Equipment Files Catalogs, instructions, warranties, maintenance

manuals, inspection certificates

Retain until superseded or

equipment is no longer owned

Destroy

Inventory of Ecclesiastical Goods (if the

school has a chapel separate from the

parish sanctuary)

This is an inventory of ecclesiastical goods (statues,

chalices, stained glass windows, etc.) including

their description and appraisal.

An up-to-date copy of this list

must always be kept. Previous

versions can be destroyed once

they are superseded.

Destroy

Inventory of Library/Media Center

holdings

Records that document the library's collection of

books, periodicals, audio-visual materials, and

other materials.

Retain until superseded Destroy

Inventory of Secular Goods A separate inventory of secular goods (electronics,

appliances, and any other expensive equipment,) in

school buildings, kept for insurance purposes.

An up-to-date copy of this list

must always be kept for insurance

purposes. Previous versions can

be destroyed once they are

superseded.

Destroy

Page 11 of 16



Property Appraisals Until superseded Destroy

Real Estate Files Deeds, titles, surveys, abstracts, correspondence,

lease agreements, and property appraisals related

to the ownership, purchase, or sale of real property


Students

Accident Reports - Student Permanent School Archives

Achievement and standardized test

results


Acknowledgements of receipt of

computer use agreements and/or

student handbooks

A signed statement indicating the student has

received these materials

3 years after graduation/leave

school

Destroy

After or before school child care

program

Attendance records, household invoice records 7 years Destroy

Cumulative File Including record of access, log in/out records for

review or transfer of student records. At a

minimum the cumulative files must contain

identifying data, yearly cumulative attendance

data, academic courses taken, grades and credits

earned, yearly report cards/transcripts,

standardized test scores, screening forms. For

convenience you may file other student records

here as well for the duration of their stated

retention period including information on the

student's participation in extra or co-curricular

activities, home language reports,

acknowledgements for computer use agreements,

receipt of student handbooks.

Permanent. These may be

microfilmed if space is limited.

School Archives

Demographic Information Student directory information 1 year Destroy

Page 12 of 16



Demographic Information Student family information including dissolution

or custody orders

Until the student leaves the school

it is or superseded by subsequent

order, which ever occurs sooner

Destroy

Disciplinary Records Should be kept separate from the cumulative file 6 years after graduation/leave

school

Destroy

Driver Education Files 1 year Destroy

Early Childhood Education (pre-K)

Programs

Retain the same record series for the same length of

retention as K-12

Emergency Care Information Until superceded or 3 years after

graduation or separation

Destroy

Extra Curricular Participation

information, including athletics

Team results, participation, contracts 1 year. Some schools may, for

simplicity, choose to file these

documents in the student's

cumulative file, in which case they

can be kept permanently.Field Trip Permission Slips With incident. Include injury reports and other

supporting documentation.

Permanent File in Student's

Cumulative file

Field Trip Permission Slips Without incident 1 year Destroy

Health and immunization information,

including psychiatric information

Should be kept separate from the cumulative file At least 5 years after the student

attains the age of majority (18), so

until the age of 23.

Destroy

Health Room Log Daily record of students reporting to health room.

In some schools this log may be kept by the public

school district nurse rather than at the school.

6 years after

graduation/separation from the

school

Destroy

Home Language Reports (LEP) 3 years Destroy

Homeschool Records Permanent School Archives

Nonresident Pupil Attendance

Applications/Agreements

3 years after graduation Destroy

Preschool Screening Should be part of the student's cumulative file

along with other screening records


Page 13 of 16



Special Education Records Including eligibility meetings and Section 504

requirements.


School Nurse Notes Anecdotal Records 6 years after

graduation/separation

Destroy

Student School Performance Data

(yearly report cards and transcripts).

These may be stored separate from the

student's cumulative file.

Yearly report cards (K-8) and Transcripts (high

school).

Permanent. School Archives

Curriculum

Class Lists--elementary and secondary 1 year Destroy

Class Schedules 1 year Destroy

Curriculum Development Support data, recommendations, programs and

procedures

6 years Destroy

Daily Plan Books - Teacher's 1 year Destroy

Duty Rosters - Teacher's 1 year Destroy

Grade Books - Teacher's 1 year Destroy

Textbooks Adoption decision files 6 years Destroy

Textbooks Ordering records 6 years Destroy

Textbooks Inventories 6 years or until text book is no

longer owned

Destroy

Food Services

Department of Children, Family, and

Learning (DCF&L)/Federal USDA

Reporting

Commodities, milk program 3 years and DCF&L Audit Destroy

Application/Agreement with State

Agency

Free/reduced price meal policy statement 3 years and DCF&L Audit Destroy

Free/Reduced Price Meal Applications All approved and denied applications, DHS free

school meal notices, notice of denial to parents,

rosters of eligible students, verification records

3 years and DCF&L Audit Destroy

Page 14 of 16



Service Agreements/Catering Contracts 3 years and DCF&L Audit Destroy

Food Production Information Daily food production record, menus 3 years and DCF&L Audit Destroy

Daily Meal Count Check Report with

Edit Checks


Monthly Payment Vouchers 3 years and DCF&L Audit Destroy

On Site Review Record (inspection

reports)


Financial Records Breakfast, lunch, a la carte, etc. Supporting

documentation may include invoices and purchase

orders. Student, adult federal and state income

and all other sources


Inventory Audit trail for USDA commodity usage, year end

physical inventory


Inventory (food and supplies) Quotes (successful and unsuccessful) 1 year and DCF&L Audit Destroy

Inventory (food and supplies) Bid (successful and unsuccessful) request

summaries

6 years and DCF&L Audit

Inventory (food and supplies) Requisitions (for moving supplies or equipment

between schools)


Cashier's Reports (number of people

served)

Daily, weekly, and monthly 6 years and DCF&L Audit Destroy

Operating Reports Breakfast, lunch, and a la carte participation

reports


Operating Reports Revenue and expenditure reports 6 years and DCF&L Audit Destroy

Transportation

Accident reports regarding a school

vehicle, either owned by the school or

by a public school district transporting

Catholic school students

Accident reports and any other documentation

related to the accident


Claims for Transportation Aid 3 year Destroy

Page 15 of 16



Contractor Correspondence/Reporting 3 years after completing contract Destroy

Contracts with Independent Contractors 3 years after completing contract Destroy

Daily bus logs, if kept 3 years Destroy

Equipment Maintenance Records, Non-

vehicle

Life of Equipment Destroy

Minnesota DCF & L Reports Annual reports and student ridership categories 3 years Destroy

Pupils Transported for Aid Entitlement Lists containing names of students 3 Years, MS+D19 127A.41 Destroy

Transportation Mileage Records 3 years Destroy

Transportation Reimbursements 6 years Destroy

Vehicle maintenance records Life of the vehicle Transfer to new owner if

vehicle is sold,

otherwise destroy.

Vehicle Registration Records Until superseded or vehicle is no

longer owned

Destroy

Vehicle Title Until vehicle is no longer owned Transfer to new owner if

sold, otherwise destroy

Page 16 of 16

Documents

Record Series General Description Retention Final … · School Records Retention Schedule: Pre-K through Grade 12 ... IRS Form W-2 Shows gross earnings, taxes withheld, non-taxable