EHB
ALLENSTOWN SCHOOL DISTRICT POLICY
Records Retention
In conjunction with
guidelines developed by the New Hampshire State Department of Education,
District records will be retained according to the following schedule:
|
TYPE |
LOCAL RECORDS |
STATE RECORDS |
FEDERAL RECORDS |
|
Business Records |
|
|
|
|
|
|
|
|
|
Accident Reports |
|
|
|
|
Employee |
6 years |
6 years |
|
Student (6
years after age of maturity for suit)
|
Annual Audit |
6 years |
6 years |
6 years |
|
Annual Report (District) |
Permanent |
|
|
|
Application for Federal
Grants |
|
|
6 years |
|
Architectural Plans Engineering Surveys Asbestos Removal |
Permanent |
|
|
|
Bank Deposit Slips |
6 years |
|
|
|
BLS Labor – Monthly |
|
|
1 year |
|
Bond Issue Materials |
Permanent |
Permanent |
|
|
Budgets |
6 years |
6 years |
|
|
District |
|
|
|
|
SAU |
|
|
|
|
Worksheets |
1 year |
1 year |
|
|
Child Labor Permits |
|
1 year |
|
|
Class Observation Forms |
1 year |
|
|
|
Collective Bargaining
Agreements |
|
|
|
Contracts 1 year (should
keep a sample permanently)
|
Aides |
|
|
|
|
Custodial |
|
|
|
|
Extra-Curricular |
|
|
|
|
Rental Agreements |
|
|
|
|
Secretarial |
|
|
|
|
Teacher/Administrator |
|
|
|
|
SAU Office |
|
|
|
APPROVED: May, 2005
|
Correspondence for
Business |
4 years |
1 year |
|
|
Credit Union Applications |
1 year |
4 years |
4 years |
|
Deeds |
Permanent |
|
|
|
|
|
|
|
|
District Meeting Minutes
& Warrant |
Permanent |
|
|
|
Dues Authorization |
1 year |
|
|
|
Enrollment Reports |
Permanent |
|
|
Resident Pupil Membership Forms
Fall Reports A-12-A (RSA 189:28)
Pupil Registers (RSA 189:27-b)
School Opening Reports
Statistical Report A-3 (RSA
189:28)
|
Federal Projects Documents |
|
|
5 years after submission
of final audit report and docu-mentation for expenditures, unless there is an
on-going audit. |
|
FICA Reports – monthly/quarterly |
|
6 years |
|
|
Field Trip
Request/Confirmation |
1 year |
|
|
|
Fixed Assets Schedule |
Permanent/as updated |
|
|
|
Form C-2 Unemployment |
6 years |
|
|
|
Wage Report (DES100) |
|
|
|
|
Invoices |
1 year |
|
|
|
Form 2 Federal Funds |
|
|
6 years |
|
Job Orders |
1 year |
|
|
|
Ledger/Journals |
6years |
|
6 years |
|
MS-22 Budget Form |
6 years |
6 years |
|
|
MS-23 Budget Form |
6 years |
6 years |
|
|
MS-25 Financial Report |
Permanent |
Permanent |
|
|
Medical Benefits
Application |
1 year |
|
|
|
Monthly Reconciliations |
1 year |
|
|
|
Monthly Financial Status |
1 year |
|
|
|
Reports by Building |
|
|
|
|
Minutes of Board Meetings |
Permanent |
|
|
|
Property Inventories and Record Cards |
6 years |
|
|
|
Purchase Orders |
1 year |
|
|
|
Form 2 Federal Programs |
|
|
6 years |
|
Request for Payment
Voucher |
1 year |
|
|
|
Form 2 Federal Programs |
|
|
6 years |
|
|
|
|
|
|
|
|
|
|
|
Requisitions |
1 year |
|
|
|
Form 2 Federal Programs |
|
|
6 years |
|
|
|
|
|
|
Retirement Applications |
1 year |
1 year |
|
|
Retirement Reports |
1 year |
1 year |
|
|
Monthly |
|
|
|
|
School District Warrants |
1 year |
1 year |
|
|
Special Trip Requests |
1 year |
1 year |
|
|
Special Trip Confirmation |
1 year |
1 year |
|
|
Supply Orders |
1 year |
1 year |
|
|
Substitute Teachers Pay
Slips |
1 year |
1 year |
|
|
Student Activities Records |
6 years |
6 years |
|
|
Telephone Log Sheets |
1 year |
1 year |
|
|
Time Cards |
6 years |
|
6 years |
|
Bus Drivers |
|
|
|
|
Custodial |
|
|
|
|
Secretarial |
|
|
|
|
Other |
|
|
|
|
Transportation Reports |
1 year |
1 year |
|
|
Travel Reimbursements |
1 year |
1 year |
|
|
Form 2 Federal Funds |
|
|
6 years |
|
Treasurer’s Receipts |
6 years |
|
|
|
Canceled Checks |
|
|
|
|
Treasurer’s Report |
6 years |
6 years |
|
|
Vocational Education AV-1 Forms Voc. Center Reg. Contracts Federal Voc. Forms |
1 year 20 years |
|
6 years |
|
Voucher Manifests |
1 year |
1 year |
|
|
Form 2 Federal Funds |
|
|
6 years |
|
Work Orders |
1 year |
|
|
|
W-2’s Yearly |
|
|
6 years |
|
W-4 Withholding Exemption |
|
|
|
|
Certificate |
|
|
6 years |
|
W-9 |
|
|
6 years |
|
941-E Quarterly Taxes |
|
|
6 years |
|
|
|
|
|
|
Federal Projects Papers* |
|
|
|
Form 1 5
years after submission of final expenditure report
Form 1-A and
documentation for expenditures, unless there is
Form 2 on-going
audit taking place in which case all records
Form 3 will
be maintained until final resolution.
See 20
Form 3-A U.S.C.1232
34CFR 80.42 (b) (4)
Form 4 Quarterly
|
Personnel Records |
|
|
|
|
|
|
|
|
Applications 3 years, or if employed,
term of employment
|
Employment |
|
|
|
|
Not Employed |
|
|
|
|
Interview Documents |
|
|
|
|
Recommendation Letters |
|
|
|
|
Transcripts |
|
|
|
|
Attendance Record |
1 year |
|
|
|
Leaves |
|
|
|
|
Request for Leaves |
|
|
|
|
Civil Rights Forms |
|
|
6 years |
|
Criminal Record Check |
Term of Employment |
|
|
|
Dues Authorization |
Term of Employment |