Retention Schedules
Public School Records Retention Schedule
See also the General Records Retention Schedule.
Using this Records Retention Schedule
Everyday local government offices throughout Missouri produce records that document the rights of citizens, the actions of the government that serves them and the history of the community in which they live. It is the responsibility of local government to effectively maintain and manage these records and to ensure the continued preservation of those records of essential evidence that have enduring and permanent value.
The introduction to this retention schedule provides local government officials with basic information on records and the application of retention schedules.
What is a Record?
A " record " is defined as any "document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received
pursuant to law or in connection with the transaction of official business" (109.210(5) RSMo). This definition includes those records created, used and maintained in electronic form.
Non-Records
Even though records include a broad spectrum of recorded information, not all recorded information is a record. According to Section 109.210(5) RSMo, the following are not records: "...Library and museum
material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not
included within the definition of records..."
Other examples of non-records include the following materials:
- Identical copies of documents maintained in the same file.
- Extra copies of printed or processed materials (official copies of which are retained by the office of record).
- Superseded manuals and other directives (maintained outside the office of record).
- Materials documenting employee fringe activities (blood donors, charitable funds, social and professional meetings, etc.)
- Work papers and drafts of reports or correspondence. Transcribed stenographic materials.
- Blank forms.
- Materials received from other activities that require no action (official copies of which are retained by the office of record).
- Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record.
Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Avoid filing non-record material with records.
The Value of Local Government Records
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage
conditions and the feasibility of preservation microfilming. Examples of permanent records include year-end reports; minutes; property records such as deeds; and birth, death and marriage records.
Most records do not have values that warrant their permanent preservation. Those records with short-term value should, upon reaching end of the retention period, be destroyed.
Statutory Authority for Establishing Records Retention Requirements
In 1965, the Missouri General Assembly established a State Records Commission to approve retentions for records produced by state agencies. In 1972, Missouri's Business and Public Records Law (Chapter
109) was expanded to include local government. Thus, the Missouri Local Records Board was established to set retention times for local government records. The 16-member board, chaired by the Secretary of State,
consists of local government officials from all classes of counties and cities, elementary and secondary education, higher education and a person active in historical society groups.
Supplemental to the Local Records Board, the Records Management and Archives Service of the Secretary of State's office provides assistance to local governments and implements board policy.
Application of the Records Retention Schedule
This schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. Retention periods are based upon
federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept. Using the schedule as a guide and without seeking further approval from the Local Records Board,
any local government may regularly dispose of any of its records that appear on this schedule. The schedule is subject to the following exceptions and limitations:
- Local government offices may retain any of their records beyond the retention periods set by the schedule, as they deem necessary. The schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment and may expose the office to costly litigation and discovery requirements.
- This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.
- This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the schedule.
- This schedule does not authorize destruction of records that could be deemed relevant to current or pending litigation.
Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules. All schedules are available on the Secretary of State's website at http://www.sos.mo.gov/archives/localrecs/schedules .
Destruction of Records
The records classification and retention periods in this manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention
period listed in this manual. In cases where there is no schedule for a particular record series, the Local Records Board must grant permission for the destruction.
The disposition of records should be recorded in a document such as the minutes of the city council or other legally constituted authority that has permanent record status. The record should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.
The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however, record series with a disposition of Destroy securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.
Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for its permanent records-in this case, some of the records that it generates and receives. The records that have been identified
as permanent require special handling and storage if they are to be preserved. The continuous interaction between a record's medium-paper, magnetic tape, film, etc. -and the quality of the environment in which it
is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration.
By microfilming older, deteriorating, but permanently valuable records, local governments can generate durable copies for research and prevent further damage or deterioration of the original. When filmed, processed, and maintained to archival specifications, the master negative will ensure that permanently valuable records are preserved for generations to come.
The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation microfilming.
A Note about Electronic Records
Permanent records that exist solely in electronic form (CDs, magnetic tape, floppy disks, hard drives, etc.) are in danger of becoming inaccessible. Media decay, hardware and software obsolescence are real
threats to the continued preservation and accessibility of essential records. Periodic migration and transfer to a stable preservation media such as microfilm must be implemented if local government is to fulfil its
statutory responsibility for maintaining permanent records.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules often need
modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be
some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important record series not addressed here which need to be added. The Local
Records Program welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions.
For further information on any records management or preservation issue, please contact:
Missouri Secretary of State
Local Records Preservation Program
PO Box 1747, Jefferson City, MO 65101-1747
Telephone: (573) 751-9047
Fax: (573) 526-3867
Public School Records Retention Schedule
See also the General Records Retention Schedule.
|
Record Series Title |
Retention |
|
|---|---|---|
| ADMINISTRATION | ||
| Annual Secretary of the Board of Education report (ASBR) Financial record of the district's receipts and disbursements for the fiscal year. |
PERMANENT |
|
| Boundary, topographic, right-of-way and utility easement change records. Notices to school district from Board of Arbitration as to proposed change, petitions for changes |
PERMANENT |
|
| District reorganization records | PERMANENT |
|
| Missouri School Improvement Program Report (MSIP) Final report State Board of Education summary Notice of classification |
PERMANENT |
|
| Post High School Status reports -- 1 yr and 5 yr follow-ups | RETAIN UNTIL SUPERCEDED |
|
| Written curriculum guide | RETAIN UNTIL SUPERCEDED |
|
| School improvement plan | RETAIN UNTIL SUPERCEDED |
|
| Supporting documentation (Data Files) | 1 YEAR AFTER COMPLETION OF CYCLE |
|
| Property Titles, Abstracts, Deeds, Easements | PERMANENT |
|
| Core Data - Source Documents "The Missouri Department of Elementary and Secondary Education (DESE) maintains an historical copy of data submitted electronically as part of the Core Data Collection System. Although district staff members are encouraged to maintain copies as appropriate for immediate local use, permanent copies of these data submitted by the district are maintained by DESE and are therefore not required to be maintained by local school districts." |
5 YEARS OR AS OTHERWISE INDICATED |
|
| Application for Summer School Approval | 5 YEARS |
|
| Multiple Consortium Coops Legal, Technical, Special Ed, Prof. Development | 5 YEARS |
|
| All reports generated for local purposes may include but not be limited to: | ||
| Membership Apportionment Data Report | COMPLETION OF AUDIT | |
| Annual Report of the County Clerk to the State Board of Education | COMPLETION OF AUDIT | |
| Principal's Monthly Report to Superintendent. Includes all attendance information |
DESTROY IN CURRENT AREA |
|
| School calendar of events | DESTROY IN CURRENT AREA |
|
| Distribution of Teaching Workload Ledger | DESTROY IN CURRENT AREA |
|
| Daily Bulletins | DESTROY IN CURRENT AREA |
|
| ADULT EDUCATION | ||
| Class and grade reports for individual students | PERMANENT |
|
| Application to state for reimbursement | 5 YEARS |
|
| Employment and training record of students follow-up | 5 YEARS |
|
| BUILDINGS AND GROUNDS | ||
| Surveys and plot plans pertaining to school real estate | PERMANENT |
|
| Blueprints, specifications and shop drawings | PERMANENT |
|
| Americans with Disabilities Act (ADA) Plan | 3 YEARS, or until superceded; review for historical purposes |
|
| Federal Environmental Reports (asbestos, lead, radon, etc.). Assess reports for additional reported studies that may be short term and ask the Local Records Board for a ruling. | PERMANENT |
|
| Building key schedules. List of different master keys and individual keys and holders | RETAIN UNTIL SUPERCEDED |
|
| District wide inventory of equipment | PERMANENT & UPDATE |
|
| Application for use of school premises | 2 YEARS |
|
| Vehicle maintenance and warranty records | AS LONG AS EQUIPMENT IS OWNED |
|
| Maintenance records for each school building | DESTROY IN CURRENT AREA |
|
| BUSINESS AFFAIRS | ||
| Assessed Valuation Certification | PERMANENT |
|
| Bound book generated by bond counsel | PERMANENT |
|
| Sales tax exemption letters | RETAIN UNTIL SUPERCEDED |
|
| Tax exemption certificate | RETAIN UNTIL SUPERCEDED |
|
| Official Budget Document | 5 YEARS |
|
| Investment records - correspondence, checks of investment with receipts, amount available to invest | 5 YEARS |
|
| Surety bonds | 5 YEARS AFTER AUDIT |
|
| Individual payroll cards | 2 YEARS AFTER AUDIT |
|
| Payroll ledgers, current payroll | 2 YEARS AFTER AUDIT |
|
| Certification of Property Tax Rates | COMPLETION OF AUDIT | |
| Estimate of Required Local Taxes | COMPLETION OF AUDIT | |
| FEDERAL PROGRAMS | ||
| Title I | 3 YEARS AFTER PROGRAM YEAR |
|
| Title II | 3 YEARS AFTER PROGRAM YEAR |
|
| Title II-D e-MINTS Grant (competitive) | 5 YEARS |
|
| Title III | 3 YEARS AFTER PROGRAM YEAR |
|
| Title IV | 3 YEARS AFTER PROGRAM YEAR |
|
| Title V | 3 YEARS AFTER PROGRAM YEAR |
|
| Federal Discretionary Grant Programs | 3 YEARS AFTER PROGRAM YEAR |
|
| Federal Impact-aid P.L. 815 & P.L. 874 | 3 YEARS AFTER PROGRAM YEAR |
|
| Medicaid Records/Payments | 3 YEARS AFTER PROGRAM YEAR |
|
| FOOD SERVICES | ||
| National school lunch, food distribution, special milk and school breakfast programs application agreements | PERMANENT |
|
| Application for free or reduced price meals | 3 YEARS |
|
| Lunch, milk, and breakfast claim for reimbursement | 3 YEARS |
|
| December 31 Commodity Inventory (Food Management Company Schools Only) | 3 YEARS |
|
| Cafeteria records and reports | 3 YEARS |
|
| Cafeteria register tapes | 3 YEARS |
|
| HEALTH RECORDS | ||
| Individualized student records -- those records specific to the student that contain health history, screening results etc. Note * & ** at end of section. | ||
| Cumulative Health Record | PERMANENT |
|
| Immunization record |
|
|
| Immunization exemptions - Religious exemption |
|
|
| Medical exemption | UNTIL GRADUATION OR LEAVING THE DISTRICT |
|
| Immunization In-Progress form | UNTIL NEXT DOSE IS DUE |
|
| Emergency Card | UPDATED ANNUALLY |
|
| Clinic Record - individual documentation of each clinic visit/assessment/care provided | 23 Y/O* |
|
| Nursing Documentation - records, assessment tools, etc. where the nurse or care giver documents in detail the assessments and/or care provided. |
|
|
| Medication Record | 23 Y/O |
|
| Medication consents -parent/guardian/physician | 23 Y/O |
|
| Treatment records Asthma peak flow records Seizure logs Cauterization records G-tube feeding record |
23 Y/O |
|
| Physician orders for specialized treatments/procedures | 23 Y/O |
|
| Consents for specialized treatments/procedures - parent/guardian/physician | 23 Y/O |
|
| Health care plans - summary of the nursing plan of care for a student with special health needs (evaluate annually - may be a part of the Individual Education Plan--IEP) | 1 YEAR |
|
| Head Injury Note** | 1 YEAR |
|
| Daily Clinic Log** - list of all students seen on any given day - ( this is not considered to be an adequate way to document individualized care) | 1 YEAR |
|
| Behavioral Assessment Tool -- to assess drug/alcohol use | 23 Y/O |
|
| Accident Reports Physician releases to return to school/sports participation or to be excluded from such |
23 Y/O |
|
| Child abuse/neglect documentation -- notes, graphics, etc. | 23 Y/O |
|
| Screening reports of medical professionals | **1 YEAR |
|
| Incident Reports - may document internal concerns such as facility safety issues, medication administration errors (should be stored in file separate from student records) | ||
| * y/o refers to the student's age, i.e. 23 years old | ||
| ** The above records need only be kept during the current year if the information contained within the document has been summarized and recorded onto the students individual clinic record or onto the students cumulative health record. | ||
| INSTRUCTION | ||
| District test scores | PERMANENT |
|
| Textbook Inventory | RETAIN UNTIL SUPERCEDED |
|
| Teacher's grade books | 2 YEARS |
|
| Application for approval for matching federal funds to train driver education teachers | DESTROY IN CURRENT AREA |
|
| Application for federal matching funds to purchase driver education simulation equipment | DESTROY IN CURRENT AREA |
|
| Counselor records | DESTROY IN CURRENT AREA |
|
| Teacher plans, programs, recommendations | DESTROY IN CURRENT AREA |
|
| PERSONNEL | ||
| Certified and non-certified personnel annual retirement information | 75 YEARS |
|
| Personnel File (non-certified) work assignments, social security records, retirements records, including annuity payments, date hired | 75 YEARS |
|
| Background check | REFERENCE |
|
| Contracts | EXPIRATION plus 3 YEARS |
|
| Summative evaluation | 5 YEARS |
|
| Personnel File (certified) date hired, certificate, retirement information, including annuity payments, social security records | 75 YEARS |
|
| Background check | REFERENCE |
|
| Contracts | EXPIRATION plus 3 YEARS |
|
| Summative evaluation | 5 YEARS |
|
| State Federal Income Tax Quarterly reports, monthly state reports, W-2s | 5 YEARS |
|
| Employee Directory | PERMANENT |
|
| Substitute Teacher Record | 3 YEARS |
|
| Statement of intention to employ a minor Certificate to employ a minor 14 or 15 years of age. Certificate of age for employment of minors. |
5 YEARS INCLUDING AUDIT |
|
| Payroll records, sick leave, overtime, leave of absence exceptions | 3 YEARS |
|
| Non-certified personnel time sheets daily and monthly | 3 YEARS |
|
| SPECIAL EDUCATION | ||
| Annual report of exceptional pupil programs (Special education) |
3 YEARS |
|
| Application for exceptional pupil programs (Special education) |
3 YEARS |
|
| Remedial speech and hearing class applications | 3 YEARS |
|
| Applications for home teaching for home-bound instruction to Missouri Department of Elementary and Secondary Education | 3 YEARS |
|
| Applications report of exceptional pupil programs | 3 YEARS |
|
| Individuals with Disabilities Education Act (IDEA) Entitlement grants | 3 YEARS |
|
| 619 Early Childhood Special Education grants | 3 YEARS |
|
| Medicaid Records/Payments | 6 YEARS |
|
| Special Education-Pupil listings, test scores | 3 YEARS |
|
| Test Protocols | 3 YEARS |
|
| Title programs | SUBJECT TO FEDERAL REQUIREMENTS |
|
| Chapter programs |
|
|
Individuals with Disabilities Education Act data: IDEA (note: These special education records are independent of the student cumulative record and are not permanent records.) Record of access form, documentation of screening, program modifications, and evaluation plans, notice and/or consent forms for evaluation, diagnostic summaries, individualized education programs(IEPs) notice and/or consent forms placement and documentation of the provisions of appropriate procedural safeguards. This is subject to requirements of the State Compliance Plan for Part B. |
|
|
Individuals with Disabilities Education Act (IDEA) Under federal requirements, IDEA demands that destruction of records will not take place until 3 years past the time the child no longer receives IDEA services which is in most cases 3 years past graduation. However, even if the destruction is not occurring until after the 3 year minimum guideline, the school district must attempt to notify the parents or eligible student. Consult with DESE, Special Education, for the most current federal regulations. |
FEDERAL REGULATIONS |
|
| Local compliance plan | RETAIN UNTIL SUPERCEDED |
|
| Monitoring Documentation | RETAIN UNTIL SUPERCEDED |
|
| STATE PROGRAMS | ||
| Missouri Assessment Program (M.A.P.) test results | SEE STUDENT CUMMULATIVE RECORD |
|
| Individual Student | SEE STUDENT CUMMULATIVE RECORD |
|
| Building/District | RETAIN UNTIL SUPERCEDED |
|
| At Risk Student programs | 5 YEARS |
|
| Career Ladder records | 5 YEARS |
|
| Child Care Development Fund Grant (Block Grant) | 5 YEARS |
|
| Drop out data | 5 YEARS |
|
| Minimum salary supplement | 5 YEARS |
|
| Parents as Teacher project records | 5 YEARS |
|
| Missouri Preschool Project Grant | 5 YEARS |
|
| Professional Development committee records | 5 YEARS |
|
| Teacher Education Scholarships | 5 YEARS |
|
| School Board member training | RETAIN AS LONG AS SCHOOL BOARD MEMBER SERVES |
|
| State gifted records | 5 YEARS |
|
| State grants (health, A+schools, vocational enhancement, other) | 5 YEARS |
|
| Summer school records | 5 YEARS |
|
| Technology plans | 5 YEARS |
|
| Tuition reimbursement | 5 YEARS |
|
| STUDENT ACTIVITIES | ||
| Yearbooks | PERMANENT |
|
| Student policy handbook-Includes Board of Education Rules and Regulations | RETAIN UNTIL SUPERCEDED |
|
| Scorebooks (Athletics) | 5 YEARS |
|
| Athletic Equipment inventory (after audit) | 5 YEARS |
|
| Athletic agreements between schools (after expiration of agreement) | 2 YEARS |
|
| Athletic Officials' Contracts (after expiration) | 2 YEARS |
|
| Conference reports (Athletic) | 1 YEAR |
|
| Eligibility certificates (Athletic) | 1 YEAR |
|
| Events schedules (Athletic) | 1 YEAR |
|
| Scholarship awards | 1 YEAR |
|
| Athletic Officials' schedules and expenses (after audit) | 1 YEAR |
|
| Physical education excuses | DESTROY IN CURRENT AREA |
|
| Alumni lists | DESTROY IN CURRENT AREA |
|
Career and Technical Student Organization records
|
DESTROY IN CURRENT AREA |
|
| School club and organization by laws | DESTROY IN CURRENT AREA |
|
| STUDENT RECORDS | ||
| Student Cumulative Record -- These are student files for graduates and non-graduates. They include birth records, grades, tests, official transcripts, GPA, class rank, college prep certificates. If elementary, middle, or junior high school records have been transferred to the Senior High Record, then the transferring school's record is considered a non-record and may be destroyed. | PERMANENT |
|
| Student drop out records These are distinct from the student cumulative record and are maintained as a separate file. |
10 YEARS |
|
| Student transfer in-transfer out records These are distinct from the student cumulative record and are maintained as a separate file. |
10 YEARS |
|
| Application for admission (general school district and career education) |
5 YEARS |
|
| Nonresident student information -- attendance, address, tuition records | 5 YEARS |
|
| Records of any serious violation of district discipline policy See RSMo 167.020 subsection 7 and 160.261 subsection 9. |
STUDENT AGE OF 23 |
|
| Student accident insurance information | DESTROY IN CURRENT AREA |
|
| New student orientation schedules | COMPLETION OF AUDIT |
|
| School publications information | DESTROY IN CURRENT AREA |
|
| Class meeting minutes | DESTROY IN CURRENT AREA |
|
| Class rosters | DESTROY IN CURRENT AREA |
|
| Current class schedules of district as whole | DESTROY IN CURRENT AREA |
|
| Deficiency report | DESTROY IN CURRENT AREA |
|
| Graduation records |
|
|
| Commencement | 1 YEAR |
|
| End of year activity arrangements | 1 YEAR |
|
| A+ student records | 5 years after graduation (student time spent as a member of the National Guard or a reserve component is added to the 5 year retention.) | |
| Honor Roll lists | 1 YEAR |
|
| Student Awards | 1 YEAR |
|
| Letter grade distribution by class | DESTROY IN CURRENT AREA |
|
| Student Directory | DESTROY IN CURRENT AREA |
|
| TRANSPORTATION | ||
| Agreement for contracted services | 3 YEARS |
|
| Annual route approval report | 3 YEARS |
|
| Ridership lists | 3 YEARS |
|
| Bus driver training information | 3 YEARS |
|
| Annual physical examination | 1 YEAR |
|
| Drivers' commerical drivers license | 1 YEAR |
|
| Annual School Bus Inspection Results by Missouri State Highway Patrol | 3 YEARS |
|
| School bus vehicle title | RETAIN UNTIL SUPERCEDED |
|
| CAREER EDUCATION | ||
| Reimbursement for salaries for career education programs | 5 YEARS |
|
| Application for authorization to purchase equipment, teaching aids or other items for career education programs | 5 YEARS |
|
| Reimbursement request for approved career education expenditures | 5 YEARS |
|
| Federal Title IV financial aid administrative files |
|
|
| PELL grant program student payment summary | 5 YEARS |
|
| Federal PELL grant payment voucher | 5 YEARS |
|
| IPS batch report | 5 YEARS |
|
| Recipient data exchange summary report | 5 YEARS |
|
| Federal Title IV financial aid student files | 5 YEARS |
|
| PELL reports called SAR, ESAR, or ISAR Verification worksheet with documentation to prove information on sheet, including 1040's, Social Security printouts, Division of Family Services printouts, etc. Acknowledgement of funds Enrollment agreement |
|
|
| All students that acquire Stafford Loans will additionally have: Promissory note Entrance interview acknowledgement Acknowledgement of funds Exit interview acknowledgement |
|
|
| All students who have attended another post secondary institution will have a Financial Aid Transcript from each of the schools attended. |
|
|
| All first year students who receive Title IV funds and leave school before completing 60% of the program will have in the file: Refund calculation worksheet New perspectives intake form (5 years is placed in students's permanent academic file after the second year or 180 day follow-up) |
|
|
| Minutes of Career-Technical Education Committee Meetings | 2 YEARS |
|
| Student Folders-testing and rating of students, reference (Career-Technical education) | PERMANENT |
|
| Career-Technical Building Payment Certificate | PERMANENT & UPDATE |
|
| Area Career Center Tuition Charges | 5 YEARS |
|
| Application for reimbursement from career-technical funds for salaries, travel and other allowable items | 3 YEARS (SUBJECT TO FEDERAL REGULATIONS.) |
|
| Enrollment report for career-technical program | 3 YEARS |
|
| Grade report sheets (Area Career Center) | 2 YEARS |
|
| Record of curriculum (career-technical education) | RETAIN UNTIL SUPERCEDED |
|
| Technology Consortium meetings | 5 YEARS |
|