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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
Permanent School Archives
Record Series General Description Retention Final Disposition
Page 1 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
Correspondence, Official Correspondence generated and received in the
course of conducting school business that concerns
school policy, governance, administration, legal
matters, and Archdiocesan directives.
Permanent School Archives
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.
Permanent School Archives
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
Permanent School Archives
Liquor Licenses 7 years Destroy
Page 2 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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.
Permanent School Archives
Parent Organization Records Secretary's books, treasurer's books, annual reports,
scrapbooks
Permanent School Archives
Photographs, Identified Related to school history (class photos, staff photos,
photos of graduation ceremonies, photos of the
building's construction)
Permanent School Archives
Photographs, Unidentified Related to school history (property, clergy,
teachers, students, events)
Until administrative value ceases Destroy
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.
Until administrative value ceases Destroy
Subject Files Internal memoranda, schedules, information about
other organizations, etc.
Until administrative value ceases Destroy
Video tapes/CDs/hard drives Building and transportation security tapes until relooped Destroy
Personnel
Page 3 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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.
Permanent School Archives
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.
Permanent School Archives
Long Term Disability Claims/Awards 10 years after final settlement of
claims
Destroy
Page 4 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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,
discipline, or termination
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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,
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,
discipline, or termination
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
Permanent School Archives
Page 6 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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
Permanent School Archives
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
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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.
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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.
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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.
Permanent School Archives
Charters or constitutions These are documents outlining the role of groups
that advise the school, such as the Parent
Organization.
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
Lawsuit Files Any documents related to potential or realized
lawsuits, including those related to employment
issues such as harassment or discrimination
Permanent School Archives
Memoranda of Understanding For regional schools. This is a document that
outlines the obligation between the school and each
supporting parish.
Permanent School Archives
Construction and Property
Accident/Damage Reports For school-related property 10 years Destroy
Architectural Drawings, Blueprints,
Floor Plans, and Specifications
Permanent School Archives
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
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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
Permanent School Archives
Students
Accident Reports - Student Permanent School Archives
Achievement and standardized test
results
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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
Permanent School Archives
Page 13 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
Special Education Records Including eligibility meetings and Section 504
requirements.
Permanent School Archives
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
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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
3 years and DCF&L Audit Destroy
Monthly Payment Vouchers 3 years and DCF&L Audit Destroy
On Site Review Record (inspection
reports)
3 years and DCF&L Audit Destroy
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
3 years and DCF&L Audit Destroy
Inventory Audit trail for USDA commodity usage, year end
physical inventory
3 years and DCF&L Audit Destroy
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)
3 years and DCF&L Audit Destroy
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
3 years and DCF&L Audit Destroy
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
Permanent School Archives
Claims for Transportation Aid 3 year Destroy
Page 15 of 16
School Records Retention Schedule: Pre-K through Grade 12
Record Series General Description Retention Final Disposition
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
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