State Records Retention Schedule

	A	B	C	D
1	Item	Title	Example and Description	Retention Period

2	Administration	Affidavit of Publication	Public Hearings, Budget Publication, Debt Offerings	1 Year following completion of audit
3	Administration	Election Records	Ballots, Notices, Notifications, Publications	1 Year after Canvas or Challenge
4	Administration	Annual Reports to Board of Education	Reports Generated by District (PER, Accountability Reports, formal Annual Report in Accordance With MN Statute 120B.11	Permanent
5	Administration	Annual/Periodic Reports to Local Board of Education	Final/Actual Reports Generated by State	6 Years
6	Administration	Authority to Dispose of Records (If Applicable)	Application for Authority to Dispose of Records form	6 Years
7	Administration	Boundary Changes -District	Consolidation, Detachment, Annexation, and Dissolution	Permanent
8	Administration	Calendar - Adopted and Actual	Number of Days and Length of Day by School and Grade Level, Reflecting Updated Activities During the Year.	3 Years
9	Administration	Census, Annual School	1979 and Earlier	Permanent
10	Administration	Census, Annual School	1980 - Current	3 Years
11	Administration	Census, Certified Reports	Conducted Once Per Decade	Permanent
12	Administration	Closed Rural Schools	Includes: Clerk's, Treasurer's, and Teacher's Records of Closed Rural Schools Which Were Consolidated into the Independent District.	Transfer to the State Archives for Selection and Disposition
13	Administration	Correspondence/ Administrative	Superintendent, Principal, Assistant Principal and Other Administrators Unless Otherwise Specifically Addressed Elsewhere in Records Retention Schedule	3 Years
14	Administration	Court Case/Trial information	Litigation Correspondence	10 Years
15	Administration	Court orders		1 Year after Action is Completed
16	Administration	Grant Applications	Successful	3 Years
17	Administration	Grant Applications	Unsuccessful	1 Year
18	Administration	Inservice Workshops	Attendance Records, Agenda and Materials (Employee Right to Know, Blood Borne Pathogens, Etc.)	3 Years
19	Administration	Inter District Cooperatives	Includes Vocational, Special Ed 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 Schedule	Permanent
20	Administration	Minutes	Board Minutes	Permanent
21	Administration	Minutes	Officially Designated Committees	Permanent
22	Administration	Minutes	Other Than Referred to in ADM01300, ADM 01400, and ADM 01410	1 Year
23	Administration	Minutes - Tape Recordings	Board Minutes Only	Until Transcribed and Approved
24	Administration	Board Policies		3 Years after Change
25	Administration	Negotiations - See Personnel
26	Administration	Newsletters and Publications	District Generated	Permanent
27	Administration	Newsletters and Publications	Student Generated School Newspapers	Permanent
28	Administration	Parent Teacher Association Records	Secretary's Books, Treasurer's Books, and Scrapbooks.	Permanent
29	Administration	Media Center/Librarian Reports		3 Years
30	Administration	Video Tapes	Building Security/Transportation Tapes	Until Relooped
31	Administration	E-Mail		Same as Correspondence
32
33	Building	Accident/Damage Records	School Property-Related	10 Years
34	Building	Building Maintenance Records		Until Obsolete
35	Building	Building Permits	Applications (initial/interim), Inspection Reports, Plans, Etc.	10 Years
36	Building	Building Program Records	Current and Projected Needs. Review and Comment	10 Years
37	Building	Buildings and Grounds Records	Blueprints, Construction Specifications, Abstracts, Deeds, Title Papers, Final inspection Reports, Land and Building Occupancy Approval	Permanent
38	Building	Fixed Asset Records	Equipment, Fixtures, and Materials, inventory and Depreciation	Life of Item
39	Building	Accident/Damage Records	School Property-Related	10 Years
40	Building	Building Maintenance Records		Until Obsolete
41	Building	Building Permits	Applications (initial/interim), Inspection Reports, Plans, Etc.	10 Years
42	Building	Building Program Records	Current and Projected Needs. Review and Comment	10 Years
43	Building	Buildings and Grounds Records	Blueprints, Construction Specifications, Abstracts, Deeds, Title Papers, Final inspection Reports, Land and Building Occupancy Approval	Permanent
44	Building	Fixed Asset Records	Equipment, Fixtures, and Materials, inventory and Depreciation	Life of Item
45
46	Community Education	Annual Reports	See Finance
47	Community Education	Applications by individuals for Adult Education		1 Year
48	Community Education	Certificate of Compliance	Verifies Cooperation Between District and Other Governmental Agencies. Joint Powers Agreements	Permanent
49	Community Education	Class Schedule - Master		1 Year
50	Community Education	Financial Records	See Finance
51	Community Education	Grants	See Administration
52	Community Education	Minnesota DCF&L Reports	Early Childhood Family Education, Home School, Adult Basic Education, English As A Second Language, General Education Development, Other State Programs	6 Years
53	Community Education	Minutes	See Administration
54
55	Curriculum	Class Lists-Elementary and Secondary		1 Year
56	Curriculum	Class Schedules		1 Year
57	Curriculum	Curriculum Development	Support Data, Recommendations, Programs and Procedures	6 Years
58	Curriculum	Daily Plan Books -Teacher's		1 Year
59	Curriculum	Duty Rosters - Teacher's		1 Year
60	Curriculum	Grade Books - Teacher's		1 Year
61	Curriculum	Textbooks	Adoptions	6 Years
62	Curriculum	Textbooks	Inventories	6 Years or Until Obsolete
63
64	Food Service	General Correspondence	See Administration	3 Years and DCF&L Audit
65	Food Service	DCF&L/Federal USDA Reporting	Commodities, Milk Program	3 Years and DCF&L Audit
66	Food Service	Application /Agreement With State Agency	Free/Reduced Price Meal Policy Statement	3 Years and DCF&L Audit
67	Food Service	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
68	Food Service	Service Agreements/Catering Contracts	Head Start, Meals On Wheels, Etc.	3 Years and DCF&L Audit
69	Food Service	Food Production information	Daily Food Production Record, Menus	3 Years and DCF&L Audit
70	Food Service	Daily Meal Count Report With Edit Checks		3 Years and DCF&L Audit
71	Food Service	Monthly Payment Vouchers		3 Years and DCF&L Audit
72	Food Service	On Site Review Record		3 Years and DCF&L Audit
73	Food Service	Financial Records	Breakfast, Lunch, Ala Carte, Etc. (Supporting Documentation May include invoices, Purchase orders, Etc.) Student, Adult Federal and State Income and All Other Sources	3 Years and DCF&L Audit
74	Food Service	Inventory	Audit Trail for USDA Commodity Usage, Year End Physical Inventory	3 Years and DCF&L Audit
75	Food Service	Inventory (Food and Supplies)	Quotes (Unsuccessful and Successful)	1 Year and DCF&L Audit
76	Food Service	Inventory (Food and Supplies)	Bid (Unsuccessful and Successful) Request Summaries	6 Years and DCF&L Audit
77	Food Service	Inventory (Food and Supplies)	Requisitions (for Moving Supplies or Equipment Within District)	3 Years and DCF&L Audit
78	Food Service	Cashier's Reports	Daily, Weekly, and Monthly	6 Years and DCF&L Audit
79	Food Service	Operating Reports	Breakfast, Lunch, and A'La Carte Participation Reports	3 Years and DCF&L Audit
80	Food Service	Operating Reports	Revenue and Expenditure Reports	6 Years and DCF&L Audit
81
82	Finance	Abstracts/Deeds/Title Papers/Mortgages	See Buildings
83	Finance	Accounts Payable	Credit Memos, Freight Bills/Claims, Bills of Lading, Purchase orders, Acknowledgments/Orders/Shipping Notices, Invoices and Purchasing Contracts, Claims/Vouchers (Merchandise Purchased, Services Rendered, Travel Expenses), 1099	6 Years
84	Finance	W-9 form		6 Years after Final 1099 Issued
85	Finance	Year-End Financial Reports	Revenue and Expenditure Summary Transaction Reports	Permanent
86	Finance	Year-End Financial Reports	Revenue and Expenditure Detailed Transaction Reports	Permanent
87	Finance	Year-End Financial Reports	UFARS Revenue and Expenditure Report to State	Permanent
88	Finance	Year-End Financial Reports	Special Funded Projects Report	Permanent
89	Finance	Year-End Financial Reports	Note: includes Clerks and Treasurer's Reports (Register of Receipts/Disbursements, Treasurer's Annual Report, Treasurer's Books of Records. (1932 and Earlier)	Permanent
90	Finance	Year-End Financial Reports	Note: includes Clerks and Treasurer's Reports (Register of Receipts/Disbursements, Treasurer's Annual Report, Treasurer's Books of Records. (Post 1932)	Permanent
91	Finance	Year-End Financial Reports	Accounts Receivable, Numbered Receipts, Accounts Receivable Invoices, Remittance Advice	6 Years
92	Finance	Year-End Financial Reports	General Ledger, General Journals, Journal Entries, Disbursements Journal, Check Register Adopted and Revised Budget, Budget Publications, Balance Sheet, Receipts Journal	Permanent
93	Finance	Audit Reports		Permanent
94	Finance	Bank Statements/ Reconciliation's	Checks, Cancelled, Returned or Voided. (Must Be original Check - Not Microfiche)	6 Years
95	Finance	Bank Statements/ Reconciliation's	Statement of Pledged Securities	6 Years after Expiration
96	Finance	Bonds and Coupons	Bond Ledgers/Registers	Until Debt Is Retired and Audit
97	Finance	Bond Issues - Official Statements	Enabling Documentation	Permanent
98	Finance	Building and Land Contracts	See Buildings
99	Finance	County Auditor Statements	Tax Settlement Report and Taxes Receivable Report	6 Years
100	Finance	Insurance Documents	Fidelity/Surety Bonds	6 Years after Expiration