State Retention Schedule
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ABCD
1
ItemTitleExample and DescriptionRetention Period
2
AdministrationAffidavit of PublicationPublic Hearings, Budget Publication, Debt Offerings1 Year following completion of audit
3
AdministrationElection RecordsBallots, Notices, Notifications, Publications1 Year after Canvas or Challenge
4
AdministrationAnnual Reports to Board of EducationReports Generated by District (PER, Accountability Reports, formal Annual Report in Accordance With MN Statute 120B.11Permanent
5
AdministrationAnnual/Periodic Reports to Local Board of EducationFinal/Actual Reports Generated by State6 Years
6
AdministrationAuthority to Dispose of Records (If Applicable)Application for Authority to Dispose of Records form6 Years
7
AdministrationBoundary Changes -DistrictConsolidation, Detachment, Annexation, and DissolutionPermanent
8
AdministrationCalendar - Adopted and ActualNumber of Days and Length of Day by School and Grade Level, Reflecting Updated Activities During the Year.3 Years
9
AdministrationCensus, Annual School1979 and EarlierPermanent
10
AdministrationCensus, Annual School1980 - Current3 Years
11
AdministrationCensus, Certified ReportsConducted Once Per DecadePermanent
12
AdministrationClosed Rural SchoolsIncludes: 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
AdministrationCorrespondence/ AdministrativeSuperintendent, Principal, Assistant Principal and Other Administrators Unless Otherwise Specifically Addressed Elsewhere in Records Retention Schedule3 Years
14
AdministrationCourt Case/Trial informationLitigation Correspondence10 Years
15
AdministrationCourt orders1 Year after Action is Completed
16
AdministrationGrant ApplicationsSuccessful3 Years
17
AdministrationGrant ApplicationsUnsuccessful1 Year
18
AdministrationInservice WorkshopsAttendance Records, Agenda and Materials (Employee Right to Know, Blood Borne Pathogens, Etc.)3 Years
19
AdministrationInter District CooperativesIncludes 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 SchedulePermanent
20
AdministrationMinutesBoard MinutesPermanent
21
AdministrationMinutesOfficially Designated CommitteesPermanent
22
AdministrationMinutesOther Than Referred to in ADM01300, ADM 01400, and ADM 014101 Year
23
AdministrationMinutes - Tape RecordingsBoard Minutes OnlyUntil Transcribed and Approved
24
AdministrationBoard Policies3 Years after Change
25
AdministrationNegotiations - See Personnel
26
AdministrationNewsletters and PublicationsDistrict GeneratedPermanent
27
AdministrationNewsletters and PublicationsStudent Generated School NewspapersPermanent
28
AdministrationParent Teacher Association RecordsSecretary's Books, Treasurer's Books, and Scrapbooks.Permanent
29
AdministrationMedia Center/Librarian Reports3 Years
30
AdministrationVideo TapesBuilding Security/Transportation TapesUntil Relooped
31
AdministrationE-MailSame as Correspondence
32
33
BuildingAccident/Damage RecordsSchool Property-Related10 Years
34
BuildingBuilding Maintenance RecordsUntil Obsolete
35
BuildingBuilding PermitsApplications (initial/interim), Inspection Reports, Plans, Etc.10 Years
36
BuildingBuilding Program RecordsCurrent and Projected Needs. Review and Comment10 Years
37
BuildingBuildings and Grounds RecordsBlueprints, Construction Specifications, Abstracts, Deeds, Title Papers, Final inspection Reports, Land and Building Occupancy ApprovalPermanent
38
BuildingFixed Asset RecordsEquipment, Fixtures, and Materials, inventory and DepreciationLife of Item
39
BuildingAccident/Damage RecordsSchool Property-Related10 Years
40
BuildingBuilding Maintenance RecordsUntil Obsolete
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BuildingBuilding PermitsApplications (initial/interim), Inspection Reports, Plans, Etc.10 Years
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BuildingBuilding Program RecordsCurrent and Projected Needs. Review and Comment10 Years
43
BuildingBuildings and Grounds RecordsBlueprints, Construction Specifications, Abstracts, Deeds, Title Papers, Final inspection Reports, Land and Building Occupancy ApprovalPermanent
44
BuildingFixed Asset RecordsEquipment, Fixtures, and Materials, inventory and DepreciationLife of Item
45
46
Community Education
Annual ReportsSee Finance
47
Community Education
Applications by individuals for Adult Education1 Year
48
Community Education
Certificate of ComplianceVerifies Cooperation Between District and Other Governmental Agencies. Joint Powers AgreementsPermanent
49
Community Education
Class Schedule - Master1 Year
50
Community Education
Financial RecordsSee Finance
51
Community Education
GrantsSee Administration
52
Community Education
Minnesota DCF&L ReportsEarly Childhood Family Education, Home School, Adult Basic Education, English As A Second Language, General Education Development, Other State Programs6 Years
53
Community Education
MinutesSee Administration
54
55
CurriculumClass Lists-Elementary and Secondary1 Year
56
CurriculumClass Schedules1 Year
57
CurriculumCurriculum DevelopmentSupport Data, Recommendations, Programs and Procedures6 Years
58
CurriculumDaily Plan Books -Teacher's1 Year
59
CurriculumDuty Rosters - Teacher's1 Year
60
CurriculumGrade Books - Teacher's1 Year
61
CurriculumTextbooksAdoptions6 Years
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CurriculumTextbooksInventories6 Years or Until Obsolete
63
64
Food ServiceGeneral CorrespondenceSee Administration3 Years and DCF&L Audit
65
Food ServiceDCF&L/Federal USDA ReportingCommodities, Milk Program3 Years and DCF&L Audit
66
Food ServiceApplication /Agreement With State AgencyFree/Reduced Price Meal Policy Statement3 Years and DCF&L Audit
67
Food ServiceFree/Reduced Price Meal ApplicationsAll Approved and Denied Applications, DHS Free School Meal Notices, Notice of Denial to Parents, Rosters of Eligible Students, Verification Records3 Years and DCF&L Audit
68
Food ServiceService Agreements/Catering ContractsHead Start, Meals On Wheels, Etc.3 Years and DCF&L Audit
69
Food ServiceFood Production informationDaily Food Production Record, Menus3 Years and DCF&L Audit
70
Food ServiceDaily Meal Count Report With Edit Checks3 Years and DCF&L Audit
71
Food ServiceMonthly Payment Vouchers3 Years and DCF&L Audit
72
Food ServiceOn Site Review Record3 Years and DCF&L Audit
73
Food ServiceFinancial RecordsBreakfast, Lunch, Ala Carte, Etc. (Supporting Documentation May include invoices, Purchase orders, Etc.) Student, Adult Federal and State Income and All Other Sources3 Years and DCF&L Audit
74
Food ServiceInventoryAudit Trail for USDA Commodity Usage, Year End Physical Inventory3 Years and DCF&L Audit
75
Food ServiceInventory (Food and Supplies)Quotes (Unsuccessful and Successful)1 Year and DCF&L Audit
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Food ServiceInventory (Food and Supplies)Bid (Unsuccessful and Successful) Request Summaries6 Years and DCF&L Audit
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Food ServiceInventory (Food and Supplies)Requisitions (for Moving Supplies or Equipment Within District)3 Years and DCF&L Audit
78
Food ServiceCashier's ReportsDaily, Weekly, and Monthly6 Years and DCF&L Audit
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Food ServiceOperating ReportsBreakfast, Lunch, and A'La Carte Participation Reports3 Years and DCF&L Audit
80
Food ServiceOperating ReportsRevenue and Expenditure Reports6 Years and DCF&L Audit
81
82
FinanceAbstracts/Deeds/Title Papers/MortgagesSee Buildings
83
FinanceAccounts PayableCredit 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), 10996 Years
84
FinanceW-9 form6 Years after Final 1099 Issued
85
FinanceYear-End Financial ReportsRevenue and Expenditure Summary Transaction ReportsPermanent
86
FinanceYear-End Financial ReportsRevenue and Expenditure Detailed Transaction ReportsPermanent
87
FinanceYear-End Financial ReportsUFARS Revenue and Expenditure Report to StatePermanent
88
FinanceYear-End Financial ReportsSpecial Funded Projects ReportPermanent
89
FinanceYear-End Financial ReportsNote: includes Clerks and Treasurer's Reports (Register of Receipts/Disbursements, Treasurer's Annual Report, Treasurer's Books of Records. (1932 and Earlier)Permanent
90
FinanceYear-End Financial ReportsNote: includes Clerks and Treasurer's Reports (Register of Receipts/Disbursements, Treasurer's Annual Report, Treasurer's Books of Records. (Post 1932)Permanent
91
FinanceYear-End Financial ReportsAccounts Receivable, Numbered Receipts, Accounts Receivable Invoices, Remittance Advice6 Years
92
FinanceYear-End Financial ReportsGeneral Ledger, General Journals, Journal Entries, Disbursements Journal, Check Register Adopted and Revised Budget, Budget Publications, Balance Sheet, Receipts JournalPermanent
93
FinanceAudit ReportsPermanent
94
FinanceBank Statements/ Reconciliation'sChecks, Cancelled, Returned or Voided. (Must Be original Check - Not Microfiche)6 Years
95
FinanceBank Statements/ Reconciliation'sStatement of Pledged Securities6 Years after Expiration
96
FinanceBonds and CouponsBond Ledgers/RegistersUntil Debt Is Retired and Audit
97
FinanceBond Issues - Official StatementsEnabling DocumentationPermanent
98
FinanceBuilding and Land ContractsSee Buildings
99
FinanceCounty Auditor StatementsTax Settlement Report and Taxes Receivable Report6 Years
100
FinanceInsurance DocumentsFidelity/Surety Bonds6 Years after Expiration
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Full Schedule
Administration
Building
Community Education
Curriculum
Food Service
Finance
Health & Safety
Payroll
Personnel
Special Education
Students
Transportation