EHB
EHB-R
PEMBROKE SCHOOL DISTRICT POLICY
Records Retention
In conjunction with
guidelines developed by the New Hampshire State Department of Education, in ED.
303.01, District records will be retained according to the following
schedule. By law, records of students’
attendance and scholarship shall be permanently kept and stored in fire
resistant file(s), vault or safe.
|
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 |
|
|
|
State Standards Compliance
Ed. 306.04 (a-4), (h)
APPROVED: May, 2005
REAFFIRMED: September, 2006
|
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 |
|