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503.1 Retention of District Records SchedulePlease list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO, SB PM ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO SB 3 yr ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO No less than 8 months following election ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO a)Not less than 60 days after bonds have been delivered to purchaser. b) Not less than 8 months following bond elections. ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO AC+ 6 YR ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO, SB 3 YR ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO, SB PM ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO PM ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO PM -Restrictted access ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO,SB, DM ,DT PM ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO, SB AC+3 YR ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO PM ADMINISTRATION-ATTENDANCE- ANNUAL ATTENDANCE SUMMARIES BY BUILDING DO PM ANNUAL REPORTS DO PM APPEAL AND REVIEW RECORDS-Records may include but are not limited to narrative history or description of appeal; minutes and testimony; exhibits;reports and finding of fact; final orders, opinions,conclusion or decisions related correspondence and documentation.DO PM BOARD MEMBER RECORDS-Series document board activities and serves as a reference source for board members. Records may include but are not limited to correspondence, plans, statements of goals, objectives, minutes, committee reportsbudgets, financial statements, reports & other reference material. Records are often compiled in a notebook for each member.DO AC + 3 yr Note: Some material may warrant long- term retention. These should be reviewed for archival materials. Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department BOARD RECORDS-Series documents the official proceedings of the board meetings. Records may include agendas, minutes, meeting notices, items for Board action, contested case hearing schedule committee reports, exhibits & related correspondence & documentation. Records may also include audio recordings of meetings used to prepare summaries.DO PM COMPUTER SYSTEMS-Backups on tape, disk, CD, DVD, etc. Caution=Records stores in thos format can be subpoenaed during litigation.DO US or 1 yr EQUIPMENT-HISTORY FILE-Equipment service agreements (Maintenance, agreements, installation and repair logs).DO, DM, DT LA + 3 yr EQUIPMENT MANUALS-Instructions & operating manuals DO, SB, DM, DT LA EQUIPMENT WARRANTIES DO, SB, DM, DT AC+1 YR FACILITIES OPERATIONS-APPRASIALS- Building or Property DO 3 YR FACILITIES OPERATIONS-BUILDING PLANS & SPECIFICATIONS-Includes architectural and engineering drawings, etc.DO, DM PM - for leased structures retain AC +2 FACILITIES OPERATIONS -BUILDINGS, CONSTRUCTION CONTRACT, INSPECTION RECORDS AND PROJECT FILES- Building construction contracts. surety bonds and inspection records, Planning, design, construction records, all bids, etc. DO, SB, DM LA FACILITY OPERATIONS-DAMAGE REPORTS, LOST AND STOLEN PROPERTY REPORTS DO, SB, DM, DT FE+3 YR FACILITY OPERATIONS-PROPERTY DISPOSAL RECORDS- Documenting disposal of inventoried property DO PM FACULTY OPERATIONS-SECURITY ACCESS RECORDS- Documents the insurance of keys,identification cards,passes, passwords,etc. DO,SB, DM AC +2 yr AC= Until superseded, date of expiration, or date of termination, whichever is sooner. FACULTY OPERATIONS-SURPLUS PROPERTY SALE REPORT DO, DM PM FACULITY OPERATIONS-UTILITY USAGE REPORTS DO, DM 1 YR FACILITY OPERATIONS-VEHICLE OPERATION LOGS DO, DT 1 YR FISCAL-ACCOUNTS PAYABL/RECEIVABLE LEDGERS DO, SB FE+3 YR FISCAL-ANNUAL FIINANCIAL REPORTS DO, SB, DM, DT PM FISCAL-ANNUAL OPERATING BUDGETS DO, SB, DM, DT FE+3 YR FISCAL-APPROPRIATION REQUESTS -Includes any supporting documents in the appropriation request DO, SB, DM,DT FE+3 YR FISCAL-FINAL AUDIT REPORTS DO, SB PM FISCAL-BANK STATEMENTS DO, SB FE+3 YR FISCAL-CANCELLED CHECKS-Stubs, Warrants, Drafts DO, SB FE+3 YR FISCAL-CAPITAL ASSET RECORDS DO, SB,DM,DT LA+3 YR Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department FISCAL-CASH RECORDS-Cash Deposit slips;cash receipts log DO, SB FE+3 YR FISCAL-DEEDS AND EASEMENTS-Proof of ownership and right of way on property DO PM FISCAL-Detail charts of accounts- One for all accounts in use for a fiscal year DO,SB FE+3 YR FISCAL-EXPENDITURE JOURNAL OR REGISTER DO, SB FE+3 YR FISCAL-EXPENDITURE VOUCHERS-Travel, payroll, etc.DO, SB,DM, DT FE+3 YR FISCAL-EXTERNAL REPORTS-Special purpose, i.e federal financial reports, salary reports, etc.DO, SB, DM,DT FE+3 YR FISCAL-FEDERAL TAX RECORDS-Includes FICA records DO AC+ 4YR AC=Tax due date, date the claim is filed, or date tax is paid whichever is later FISCAL-FEDERAL FUNDING RECORDS-Title I;Chapter 2; Title VI-B DO FE+5 YR Or until all pending audits or reviews are completed FISCAL-FEDERAL-USDA DO AC+3 YR AC=Submission of final expenditure FISCAL-GENERAL LEDGERS, GENERAL JOURNAL VOUCHERS DO, SB FE+ 3 YR FISCAL-GRANTS-State and Federal DO, SB AC+ 3 YR AC= End of grant or satisfaction of all uniform administrative requirements for the grant CAUTION: Retention requirements may vary depending on the specific federsal funding agency. FISCAL-INSURANCE CLAIM FILES DO AC+ 3 yr AC=Resolution of Claim FISCAL-INSURANCE POLOCIES-all types DO AC+ 5 YR AC= expiration or termination of policy according to its terms FISCAL-LONG TERM LIABILITY RECORDS-Bonds, etc.DO AC+ 4 YR AC=Retirement of debt FISCAL-RECEIPTS JOURNAL OR REGISTER DO, SB, DM, DT FE+ 3 YR FISCAL-RECONCILIATIONS DO, SB FE+ 3 YR FISCAL-REIMBURSEMENT ACTIVITIES-Requests and approval for reimbursed expenses for travel, training, etc.DO, SB FE+ 3 YR FISCAL-RETURNED CHECKS-Uncollectable warrants or drafts DO, SB AC+ 3 YR AC= After deemed uncollectable FISCAL-SIGNATURE AUTHORIZATIONS-Records authorizing an employee to initate financial transactions for agency. Also, spending authority limits. DO US+ FE+3 YR Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department LEGAL-LITIGATION FILES DO,SB, DM, DT PM CAUTION:May contain attorney-client privleged information LEGAL-OPEN RECORDS REQUEST-Documentation relating to approved or denied requests for records under Idaho Public Records Law DO PM LEGAL-OPINIONS AND ADVICE-Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation DO, SB PM CAUTION:May contain attorney-client privleged information NEWS OR PRESS RELEASES DO, SB PM PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT REQUEST-Used to create and adjust employee leave balances DO, SB, DM, DT FE+5 YR PERSONNEL-APPLICATIONS FOR EMPLOYMENT-HIRED- Applications, etc, required by employment advertisement DO, SB, DM, DT AC+ 5 YR AC= Termination of employment PERSONNEL-APPLICATIONS FOR EMPLOYMENT-NOT HIRED- Applications, resumes, etc,required by employment advertisement DO,SB, DM, DT AC+ 2 YR AC=Date position id filed PERSONNEL-BENEFIT PLANS DO US+ 5 YR PERSONNEL-COMPLAINT RECORDS-Complaints received and records documenting their resolution DO,SB, DM, DT FE+ 3 YR CAUTION: If a complaint becomes the subject of litigation, it is subject to a longer retention period. PERSONNEL-CORRECTIVE ACTION-Those actions which do not affect pay, statusor tenure and are imposed to correct or improve job performance DO, SB, DM, DT PM CAUTION: If during the retention period these records are used to support personnel disciplinary action, the records should be retained according to Personnel Disciplinary Action series. PERSONNEL-DISCIPLINARY ACTION DOCUMENTATION - Those actions that affect pay or status. They include demotion, dismissal, etc.DO, SB, DM, DT PM PERSONNEL-EMPLOYEE STATEMENTS (Affidavits)- for insurance, personnel or other uses for which administration has sought such statements DO, SB, DM, DT PM PERSONNEL-EMPLOYEE BENEFITS-Documents relating to selection of benefits other than insurance DO US+ 5 YR PERSONNEL-EMPLOYEE COUNSELING RECORDS-Notes, etc, relating to job specific counseling DO, SB, DM, DT PM PERSONNEL-EMPLOYEE DEDUCTION AUTHORIZATIONS- Documents relating to all deductions of pay DO AC+5 YR AC= After termination of employee or after amendment, expiration, or termination of authorization, whichever is sooner. Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department PERSONNEL-EMPLOYEE EARNINGS RECORDS DO PM PERSONNEL-EMPLOYEE INSURANCE RECORDS-District copy of selection records by employees of insurance offered by District DO US+ 5 YR PERSONNEL-EMPLOYEE RECOGNITION RECORDS- Awards, incentives, etc.DO, SB, DM, DT PM PERSONNEL-EMPLOYMENT ANNOUNCEMENTS DO 2 YR PERSONNEL-EMPLOYMENT CONTRACTS DO Original dates of hire + 50 YR PERSONNEL-EMPLOYMENT ELIGIBILITY-Documentation or verification of Federal report from INS I-9 DO PM PERSONNEL-EMPLOYMENT SELECTION RECORDS-all records that document the selection process; i.e. polygraph, physicals, interview notes, etc.DO, SB, DM, DT 2 YR CAUTION: Does not include criminal history checks PERSONNEL-FORMER EMPLOYEE VERIFICATION RECORDS-Minimum information includes name, SSI, exact dates of employment and last known address.DO PM PERSONNEL-GRIEVANCE RECORDS-Review of employee grievances against policies and working conditions, etc. Includes record of action taken.DO, SB, DM, DT PM PERSONNEL-HIRING PROCESS-CRIMINAL HISTORY CHECKS- criminal history record information on job applications DO PM PERSONNEL-JOB PROCEDURES RECORD/JOB DESCRIPTION-any document detailing duties of positions on position by position basis DO, SB, DM, DT US + 8 YR PERSONNEL-LEAVE STATUS REPORT-cumulative report for each pay cycle showing leave status DO FE + 3 YR PERSONNEL-LIABILITY RELEASE FORM-Statements of employees, patrons, etc. who have released the District from liability DO PM PERSONNEL-LICENSE AND DRIVING RECORD CHECK DO, DT PM PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE DO, SB, DM, DT 5 YR PERSONNEL-PAYROLL-DIRECT DEPOSIT APPLICATION/AUTHORIZATION DO US + 3 YR PERSONNEL-PAYROLL- INCOME ADJUSTMENT AUTHORIZATION-used to adjust gross pay, FICA, retirement or compute taxes DO US + 3 YR PERSONNEL-PERFORMANCE EVALUATION DO, SB, DM, DT PM PERSONNEL-PERSI ENROLLMENT FILE DO PM PERSONNEL-PERSI RECORD OF HOURS WORKED- Irregular help, half time or greater DO Date of hire + 50 YR PERSONNEL-PERSI TERMINATION RECORD DO PM PERSONNEL-PERSONNEL INFORMATION-documents that officially change pay, titles, benefits, etc.DO PM Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department PERSONNEL-POLICY AND PROCEDURES MANUAL-any manual, etc that establishes standard employment procedures DO, SB, DM, DT PM PERSONNEL-RESUME-UNSOLICITED DO, SB, DM, DT 1 YR PERSONNEL-SICK LEAVE POOL DOCUMENTATION- requests submitted, approvals, number of hours transferred in an out, etc.DO LA + 3 yr PERSONNEL-TIMECARD AND TIME SHEET DO, SB, DM, DT PM PERSONNEL-TIME OFF AND /OR SICK LEAVE REQUEST DO, SB, DM, DT PM PERSONNEL-TRAINING AND EDUCATIONAL ACHIEVEMENT RECORD -INDIVIDUAL- records documenting training, testing, or continued education DO, SB, DM, DT PM PERSONNEL-UNEMPLOYMENT CLAIM RECORD DO 5 YR PERSONNEL-UNEMPLOYMENT COMPENSATION RECORD DO AC + 5 YR PERSONNEL-W-2 & W-4 FORMS DO 5 YR from termination date PERSONNEL-WORKER'S COMPENSATION POLICIES DO AC+10 YR AC=expiration of policy PROCUREMENT-PERFORMANCE BOND-bonds posted by the individual or entities under contract with District DO PM PROCUREMENT-PURCHASING LOG-PROCUREMENT- PURCHASING LOG- Log, etc. providing a record of purchas orders issued, orders received, etc. DO,SB, DM, DT FE+ 3YR PROCUREMENT-BID DOCUMENTATION -includes bid requisition/authorizitions to bid, bid specifications and evaluations.DO, DM, DT FE + 3 YR CAUTION: If a formal written contract is the result of a bid, etc., the bid and it's supporting documentation must be retained for the same period as the contract RECORDS MANAGEMENT-RECORDS RETENTION SCHEDULE; DISPOSITION LOG,( records destroyed or transfered) CONTROL MATERIALS, DESTRUCTION APPROVAL SIGH-OFFS DO, SB, DM, DT PM SAFETY-ACCIDENT REPORTS DO, SB, DM, DT 8 YR For Minors, 8 yrs after minor reaches age of 18 SAFETY-DISASTER PREPARDNESS AND RECOVERY PLANS DO, SB, DM, DT PM SAFETY-EVACUATION PLANS DO, SB PM SAFETY-FIRE ORDERS-issued by fire marshall to correct deficiencies in compliance with the fire code DO, SB, DM AC+ 3 YR AC= deficiency corrected SAFETY-HAZARDOUS MATERIALS DISPOSAL RECORDS- Material safety data sheets must be kept for those chemichals currently in use that are effected by the Hazard Communication Standard in accordance with 29 CFR 1910.1200(g)DO ,DM PM Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department SAFETY-INCIDENT REPORTS-Reports concerning incidents which, upon investigation, were of a non-criminal nature DO, SB, DM, DT 3 YR (or 30 yr*) *Exposure records require a 30 year retention per 29 CFR 1910.1020(d)(ii) (B) Footnote (1) SAFETY-INSPECTION RECORDS-Fire, safety, and other inspection records of facilities and equipment DO, SB, DM AC+ 3 YR AC= Date of the correction of the deficiency, if the inspection refort reveals a defiiciency. SAFETY-MATERIAL DATA SAFETY SHEETS DO, DM 30 yrs after the end of the use of the substance. SAFETY-WORKPLACE CHEMICAL LIST DO, SB, DM 30 YR STUDENTS-EDUCATION RECORDS-Student's name, birth date, last address, dates of attendance, graduation dates and grades earned DO, SB PM STUDENTS-SPECIAL EDUCATION RECORDS-education records, including eligibiity documentation and IEP's DO, SB FE + 6 YR STUDENTS-MEDICAID RECORDS-claims, reimbursements and supporting documentation DO, SB FE + 5 YR VEHICLE-INSPECTION, REPAIR AND MAINTENANCE RECORDS DO, DT LA+ 1 YR VEHICLE-TITLE AND REGISTRATION DO, DT 1 YR VOLUNTEER RECORDS-records may include recruitment and selection records, volunteer personnel and intern personnel information forms, internagreements, volunteer and intern time records, ememergency notification forms, insurance documentation and correspondence DO,SB AC + 3 YR AC= End of term of volunteer or intern WEBSITE/WEB PAGES-INTERNET/INTRANET-System development documentation for initial setup; subsequent changes and content of pages DO, SB PM 5/8/2019 Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department Transportation Department Employee Training Transportation Department 3 years Drug Testing Transportation Department 3 years DOT Physicals Transportation Department 3 years Bus Records Transportation Department 3 years Vehicle-Inspection, Repair, Maintenance Records DO, DT LA +1 yr Vehicle-Title and Registration DO, DT 1 Yr Child Nutrition Department Invoices Skyward 4 years Bids Child Nutrition Department 4 years Fresh Fruit and Vegetable Grant Child Nutrition Department 4 years Point of Sale Information Child Nutrition Department 4 years Purchase Order Information Child Nutrition Department 4 years Time Cards Child Nutrition Department 4 years Audit Information Child Nutrition Department 4 years Deposits Child Nutrition Department 4 years Training Documents Child Nutrition Department 4 years Reimbursement Claims - USDA Child Nutrition Department 4 years Catering Information Child Nutrition Department 4 years Returned Letters Child Nutrition Department 4 years Milk bills Child Nutrition Department 5 years Free & Reduced Applications Child Nutrition Department 4 years After School Snacks Child Nutrition Department 4 years Menus & Production Records Child Nutrition Department 4 years Class Lists & Daily Reports Child Nutrition Department 4 years Call Logs and Account Balance Reports Child Nutrition Department 4 years Bonneville Collections Child Nutrition Department 4 years Insufficient Funds from e-Funds Child Nutrition Department 4 years Inventory Child Nutrition Department 4 years BOARD Board Meetings - Agenda and Minutes: Official minutes and agendas of open meetings DO PM Recordings of Board Meetings to facilitate minutes DO AV Board Policy DO PM Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department Property Disposal Records DO PM Surplus Property Sales Reports DO PM LEGAL Litigation Files DO PM / CAUTION: May contain attorney-client privileged information Open Records Requests - Does not include legal opinions relating to approved or denied requests for records under Idaho Public Records Law DO PM Opinions and Advice - Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation DO PM / CAUTION: May contain attorney-client privileged information Business Department Annual Audit Report DO - Laserfiche PM Accounts Payable/Receivable Ledgers Skyward FE+3 yrs Annual Operating Budgets DO - Laserfiche FE+3 yrs Bank Statements Laserfiche FE+3 yrs Cancelled Checks, Stubs, Warrants, Drafts ? Shredded Chart of Accounts Skyward FE+3 Expenditure JOURNAL OR REGISTER Skyward FE+3 yrs Expenditure Vouchers - Travel, payroll, etc Skyward FE+3 yrs External Reports DO - Business Office Folder FE+3 yrs Federal Tax Records Skyward & Business Office Folder AC+ 4yr Federal Fundings Records Business Office Folder FE+5 yrs Grants - State and Federal Skyward AC + 3 yrs Insurance Claim Files DO & Transportation Office AC + 3 yrs Bonds DO Retirement of Debt + 4 yrs Cash Receipts Skyward & Laserfiche FE+3 yrs Bank Reconciliations Skyward & Laserfiche FE+3 yrs Reimbursements Skyward & SB FE+3 yrs Returned Checks DO (with bank reconciliation) & SB AC + 3yrs Bank Signature Authorization DO & SB US + FE + 3 yr Employee Credit Card Agreement & Spending Limits DO ???US + FE + 3 yr Performance Bond Maintenance Office PM Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department Bid Documentation DO, DM, DT FE+3 yrs Purchase Order Records Skyward FE+3 yrs HR and Payroll Departments laserfiche Basic employee data: name, address, Social Security number, gender, date of birth, occupation and job classification. Compensation records: Amounts and dates of actual payment. Time and day of week when employee's workweek begins. Total hours worked each day and workweek. Straight time and overtime hours/pay. All additions to or deductions from the employee's wages. Total wages paid each pay period. Date of payment and the pay period covered by the payment. Records explaining any sex-based pay differences. Annuity and pension payments. Fringe benefits paid laserfiche AC+ 5 yrs SHRM Form I-9 laserfiche AC +4 SHRM Family Medical Leave Records laserfiche 3 years SHRM Worker's Compensation and Insurance Claims and Clamis and Report File laserfiche 30 yrs SHRM Documenting compliance with the ADA Act laserfiche AC +3 Idaho Records Center Applications for Employment - Hired laserfiche AC +5 Idaho Records Center Applications for Employment - Not Hired Applitrack AC +2 Idaho Records Center Aptitude and Skills Test - Test Paper N/A AC +2 Idaho Records Center Benefit Plans Employee benefit plans: i.e. pension, life, health etc.laserfiche US +1 Idaho Records Center Complaint Records - Complaints received and records documenting their resolution DO FE +3 Idaho Records Center MISCONDUCT/DISCIPLINE/GRIEVANCE - Records relating to investigations of sexual misconduct as defined by WAC 181-88- 060 (allegedly) committed by an employee as defined by WAC 181- 88-020. Also includes investigations of sexual misconduct accusations where the employee retains employment with the district, and/or investigations of sexual misconduct where there is not sufficient information to conclude that the misconduct occurred, and/or accusations of sexual misconduct where the school/district decides not to proceed with an investigation.DO Retain until subject of allegation(s) reaches age 80 Secretary of State WA State Archives Personnel - Corrective Action Documentation Corrective actions are those actions which do not affect pay, status, or tenure and are imposed to correct or improve job performance.DO AC +3 Idaho Records Center Personnel - Disciplinary Action Documentation Disciplinary actions are those actions that affect pay or status. They include demotion, dismissal, etc.DO AC +3 Idaho Records Center Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department Employee Benefits - Documents relating to selection of benefits other than insurance.laserfiche US GUIDANCE:- CAUTION: Documents hat serve as payroll deduction authorizations must be maintained for the retention period prescribed for them.Idaho Records Center Personnel - Employee Deduction Authorizations Documents relating to all deductions of Pay.laserfiche AC +3 Idaho Records Center Personnel - Employment Contracts laserfiche AC + 50 Idaho Records Center Certificated Years of Experience Records documenting certificated employee work experience laserfiche and Skyward Retain until death of employee or employee reaches age 80,Secretary of State WA State Archives Personnel - Equal Employment Opportunity (EEO) Report Includes documentation to complete EEO reports.?AC +3 Idaho Records Center Personnel - Former Employee Verification Records Minimum information includes name, social security number, exact dates of employment, and last known address.Laserfiche, DO PM Idaho Records Center Personnel - Grievance Records Review of employee grievances against policies and working conditions etc. Includes record of actions taken. GUIDANCE: - AC - Final decision on the grievance. - CAUTION: Does not include formal complaints filed with the Equal Employment Office (EEO) of the U.S. Department of DO,SB,DT PM Idaho Records Center Personnel - Hiring Process - Criminal History Checks Criminal history record information on job applications or from DPS. GUIDANCE: - AC - After hiring decision made. - CAUTION: Some agencies authorized to obtain criminal history records from ISP are required to destroy after used for the immediate purpose obtained.Laserfiche PM Idaho Records Center Personnel - Labor Statistics Report Reports providing statistical information on labor force AC +3 Idaho Records Center Personnel - Leave Status Report Cumulative report for each pay cycle showing leave status.Skyward FE +3 Idaho Records Center Personnel - License and Driving Record Check laserfiche US Idaho Records Center Personnel - Payroll - Direct Deposit Application / Authorization laserfiche US Idaho Records Center Personnel - Payroll - Income Adjustment Authorization Used to adjust gross pay, FICA, retirement or compute taxes AC +3 Idaho Records Center Personnel - PERSI Enrollment File Laserfiche AC +6 Idaho Records Center Personnel - Performance Appraisal Performance Appraisals of employees. laserfiche AC +2 idaho Records Center Personnel - PERSI Record of Hours Worked Irregular help, half-time or greater AC +50 idaho Records Center Personnel - PERSI Termination Record laserfiche AC +6 idaho Records Center Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department Payroll Worksheet This record series documents the final payroll checks.The final payroll worksheet is then produced showing all deductions and that the payroll checks have been posted. This record series may contain: Name of the school district, date of report, employee name, account no., permanent rate, pay adjustment, extra pay, gross, contract to date, federal and state deduction, marital status, exemptions, sick leave, vacation leave, account total, and final total. Laserfiche Retain for three (3) years.Kentucky Public Schools Payroll Check ListThis record series documents that all time sheets have been received from all locations for each pay period on time. Payroll check lists are created each year. This record series may contain: School year, and check off by time period for each category, i.e., food service, bus drivers, maintenance and custodians, secretaries and aides, individual schools, specific programs, etc. y.Laserfiche Retain for one (1) year Kentucky Public Schools Personnel - Personnel Information or Action Form PAF forms- Documents to officially change pay, titles, benefits, etc.laserfiche AC +2 idaho Records Center Personnel - Policy and Procedures Manual Any manual, etc. that established standard office procedures (online) ?PM idaho Records Center Personnel - Position / Job Classification Review File Relates to review and modification of job classifications within an agency Laserfiche US +3 idaho Records Center Personnel - Position / Job Description Job descriptions, includes all tasks performed and skills required.DO-HR CC Folder US +3 idaho Records Center Personnel - Sick Leave Pool Documentation Requests submitted, approvals, number of hours transferred in and out, etc.laserfiche FE +3 idaho Records Center Personnel - Time Card and Time Sheet laserfiche AC +3 PM idaho Records Center Personnel - Time Off and / or Sick Leave Request Skyward AC +3 idaho Records Center Personnel - Training - Hazardous Materials Records of training given employees in an agency hazard communications program.?PM idaho Records Center Personnel - Unemployment Claim Record Laserfiche AC +3 idaho Records Center Personnel - W-2 Form Employees' Withholding Exemption Certificate W-2.Laserfiche AC +5 idaho Records Center Personnel - W-4 Form Employees' Withholding Exemption Certificate W-4.laserfiche AC +5 idaho Records Center Personnel - Work Schedules / Assignments Series documents the administration of the agency’s employee work schedules.PAF?-Laserfiche AC +1 idaho Records Center Photography, Staff - Identification Photograph Electronic or conventional (1930 to present.) Overwrite digital photos of staff - retain last permanently.?US/final phto PM idaho Records Center Please list retention period in days, months or years or use one of these abbreviations AC = After closed, terminated, completed, expired, settled or last date of contact AV = As long as administratively valuable CE = Calendar Year End FE = Fiscal Year End (June 3oth) LA = Life of Asset PM = Permanent US = Until Superseded DT=District Transportation Records Description Location of records - Physical or software Retention Period Department IT Laserfiche E-rate records DO Data Center Server 10 years Video Surveillance footage for any district facilities and buses, where available DO Data Center Servers/Google Cloud 1 month Email messages DO Data Center Servers/Google Cloud 3 years General user created documents and other content DO Data Center Servers/iBoss Cloud During employment unless deleted by user Internet Content Access Logs ? Building Access Logs DO Data Center Servers Web content DO, SB PM Website/WebPages- INTERNET/INTRANET-system delevopment documentation for initial setup; subsequent changes and content of pages.DO, SB PM Facilities Appraisals - Building or Property DO 3 years Building Plans and Specifications DO, District Maintenance PM (Leased structures AC+2) Deeds and Easements DO & Laserfiche PM