 |
 |
 |
 |
|
Page 1 of 8
No. 800-AR-1
EASTON AREA SCHOOL DISTRICT
ADMINISTRATIVE
REGULATION
ADOPTED: MARCH 26, 2009
800-AR-1. RECORDS RETENTION SCHEDULE
How To Use The Records Retention Schedule
The Records Retention Schedule lists records that are created, received or retained as a result of district operations. The schedule
includes a description of the records, format in which the records will be retained, classification of the records, retention period, and
disposal code. The following information will assist in applying this schedule.
Record Formats
Media codes are used to identify the format(s) that the district may choose to maintain specified records and are assigned as follows:
A.
Paper
B.
Microform
C.
Electronic (machine readable)
D.
Audiovisual (tapes, movies, film strips, etc.)
E.
Cartographic (maps, drawings, blue prints, plans, etc.)
F.
Photographic
800-AR-1. RECORDS RETENTION SCHEDULE
Page 2 of 8
Record Classifications
District records will be classified as follows, based on the information contained therein:
Public – These records will be made available for access and duplication in accordance with law, Board policy and administrative
regulations.
Exempt – These records are exempt from public access by law.
Contains exempt information – These records contain information that is exempt from public access by law.
Confidential – These records are also exempt from public access but specifically designated as confidential or privileged by law,
regulation or court order.
Records that are exempt from public access or contain information that is exempt from public access will be protected from
unauthorized access in accordance with law, Board policy and administrative regulations. Any exempt information will be separated
or redacted from an otherwise public record before being made available to a requester. Confidential records may only be accessed,
released and/or disseminated by authorized personnel in accordance with law, regulation, or court order and will not be released under
the district’s discretionary authority to release exempt records.
Retention Periods
Retention periods listed on the schedule are given in years, unless otherwise indicated. Upon expiration of the retention period, all
identified records will be disposed of in accordance with Board policy and this schedule.
Disposal Codes
Disposal codes are used to direct the final disposition of records. Records must be disposed of according to the assigned code listed on
the schedule. Assigned disposal codes are as follows:
1.
Routine Handling – No special precautions are necessary upon disposal. The records should be recycled or disposed of in
accordance with standard district procedures.
2.
Special Handling – The destruction of records containing privileged, confidential, exempt or sensitive information that requires
special handling by shredding, burning, erasing or any other method that reduces information to an illegible condition.
800-AR-1. RECORDS RETENTION SCHEDULE
Page 3 of 8
3.
Archival Retention – Records requiring permanent retention or records that have sufficient archival or historic value must be
preserved in perpetuity.
4.
Delete – For use with electronic records. When electronic records have met their retention period, they will be deleted.
Records Not On Schedule
For any record not covered by the retention schedule, the Records Management Committee will determine how long the record must
be kept and recommend any necessary revisions to the retention schedule.
Schedule
Record Description
Record
Format
Record
Classification
Retention Period
(in years)
Disposal
Code
Administrative Records
Feasibility Studies
A,C
Public
3
1,4
PSSA Results
A,C
Public
Permanent
3
Public Record Requests¹
A,C
Public
1 from date received
1,4
School District Report Cards
A,C
Public
Permanent
3
Strategic Plan
A,C
Public
One (1) copy permanent
3
Complaints/Challenges
Investigation Records²
A,C,D,E,F
Exempt
6 after final resolution
2,4
Regarding District Employee(s)³
A,B,C
Exempt
7 after employment ends
2,4
Regarding Instructional Materials or District
Programs
A,B,C
Public
6
1,4
District Organization Records
District Boundaries/Attendance Areas
A,C,E
Public
Permanent
3
Photographs/Movies of Historical Value
C,D,F
Public
Permanent
3
Employment Contracts
Administrative Compensation Plan
A,B,C
Public
One (1) copy permanent
3
Collective Bargaining Agreements
A,B,C
Public
One (1) copy permanent
3
Individual Employment Contracts/Board
Resolutions
A,C
Public
4 after employment ends
1,4
Facility Use Records
Applications
A,C
Public
6
1,4
800-AR-1. RECORDS RETENTION SCHEDULE
Page 4 of 8
Record Description
Record
Format
Record
Classification
Retention Period
(in years)
Disposal
Code
Fee Schedule(s)
A,C
Public
Current
1,4
Financial Records
4
Accounts Payable
A,B,C
Public
6
1,4
Accounts Receivable
A,B,C
Public
6
1,4
Adopted Annual Budget
A,B,C
Public
10
1,4
Annual Financial Reports
A,B,C
Public
Permanent
3
Annual Audit Reports
A,B,C
Public
Permanent
3
Bank Statements
A,B,C
Public
6
1,4
Check Registers
A,B,C
Public
6
1,4
Deposit Slips
A,B,C
Public
6
1,4
General Ledger
A,B,C
Public
Permanent
3
Grant Records (Successful)
A,C
Public
6 after close of grant
1,4
Investment Records
A,B,C
Public
6 after cancellation
1,4
Purchase Orders
A,B,C
Public
6
1,4
Tax Collection Records
A,B,C
Public
6
1,4
Free and Reduced Lunch Program Records
5
Accounts/Audits
A,B,C
Public
5
1,4
Application for Participation
6
A,C
Exempt
5
2,4
Program Requirements
A,B,C
Public
5
1,4
Grievances/Arbitrations
Complaint
7
A,B,C
Exempt
Permanent
3
District Response
8
A,B,C
Exempt
Permanent
3
Final Ruling/Decision of Arbitrator
A,B,C
Public
Permanent
3
Insurance Records
Claims
9
A,B,C
Contains exempt
information
6 after settlement
2,4
Policies/Contracts
A,B,C
Public
6 after expiration
1,4
Litigation Files
Pleadings, Motions, Briefs, Other Filings
A,B,C
Public
7 after final conclusion of
litigation
1,4
Decision/Ruling
A,B,C
Public
7 after final conclusion of
litigation
1,4
800-AR-1. RECORDS RETENTION SCHEDULE
Page 5 of 8
Record Description
Record
Format
Record
Classification
Retention Period
(in years)
Disposal
Code
Medical Records
Medical Records (Employee)
10
A,C
Confidential
3 after employment ends
2,4
Medical Records (Employee Exposure to
Toxic Substance)
11
A,C
Confidential
30 after employment ends
2,4
Medical Records (Student)
12
A,C
Confidential
2 after graduation
2,4
Pre-Employment Medical Examination
13
A,C
Confidential
3 after employment ends
2,4
Payroll Records
14
Deduction Authorizations
15
A,B,C
Contains exempt
information
6
2,4
Direct Deposit Forms
16
A,B,C
Exempt
6
2,4
Time Cards
A,B,C
Public
6
1,4
Wage and Tax Statements (W-2 Forms)
17
A,B,C
Contains exempt
information
6
2,4
Withholding Allowance Certificates (W-4
Forms)
18
A,B,C
Contains exempt
information
6 after employment ends
2,4
Personnel Records
Attendance Records (Employees)
A,C
Public
3 after employment ends
1,4
Background Check Documentation
19
A,B,C
Confidential
4 after employment ends
2,4
Continuing Education/Professional
Development
20
A,C
Contains exempt
information
3 after employment ends
2,4
Credentials (Certificates/Licenses)
A,B,C
Public
4 after employment ends
1,4
Discipline Records (Employees)
21
A,B,C
Exempt
7 after employment ends
2,4
Employment Application (Hired)
A,B,C
Public
7 after employment ends
1,4
Employment Application (Not Hired)
22
A,C
Exempt
4 after position filled
2,4
Equal Employment Opportunity Reports
23
A,C
Public
3
1,4
Evaluations (Employees)
24
A,C
Exempt
3 after employment ends
2,4
Leave Records (FMLA)
25
A,C
Confidential
3 after employment ends
2,4
Leave Records (Other)
26
A,B,C
Contains exempt
information
3 after employment ends
2,4
Pre-Employment Reference Checks
27
A,C
Exempt
3 after employment ends
2,4
Resignations
A,B,C
Public
7 after employment ends
1,4
800-AR-1. RECORDS RETENTION SCHEDULE
Page 6 of 8
Record Description
Record
Format
Record
Classification
Retention Period
(in years)
Disposal
Code
Retirement Records
28
A,B,C
Contains exempt
information
7 after employment ends
2,4
Property Records
Building Blueprints
29
C,E
Exempt
Permanent
3
Construction Contracts
30
A,B,C
Public
12 after completion
1,4
Deeds and Related Records
A,B,C
Public
Permanent
3
Equipment Inventories
A,B,C
Public
6
1,4
Fixed Asset List
A,B,C
Public
Permanent
3
Inventory Disposal Records
A,C
Public
3 after disposition
1,4
Leases (Real Estate)
A,B,C
Public
Permanent
3
Leases (Equipment/Vehicles)
A,B,C
Public
6 after expiration
1,4
Pesticide Application Record
31
A,C
Public
3
1,4
Real Property Purchase or Sale
A,B,C
Public
Permanent
3
Purchasing Records (Goods and Services)
Advertisements
A,B,C
Public
6 after completion
1,4
Bid Documents (Accepted)
A,B,C
Public
6 after completion
1,4
Bid Documents (Declined)
A,C
Public
3 after completion
1,4
Financial Information of Bidders
32
A,C
Exempt
3 after completion
2,4
Specifications
A,B,C
Public
6 after completion
1,4
Written or Telephonic Price Quotations
33
A,C
Public
3 after completion
1,4
Safety Records
Accident Reports
34
A,B,C
Contains exempt
information
6
2,4
Emergency Preparedness Plan
A,C
Public
2 after revised
1,4
Material Safety Data Sheets (MSDS)
A,C
Public
Current
1
Safe School Act Reports
35
A,B,C
Public
Permanent
3
Visitor Registration
A,C
Public
5
1,4
School Board Records
Board Meeting Agendas
A,C
Public
1
1,4
Board Minutes (Approved)
36
A,B,C
Public
Permanent
3
Board Policies and Procedures (Current)
A,B,C
Public
Permanent
3
Board Policies and Procedures (Old)
A,B,C
Public
Permanent
3
800-AR-1. RECORDS RETENTION SCHEDULE
Page 7 of 8
Record Description
Record
Format
Record
Classification
Retention Period
(in years)
Disposal
Code
Ethics Statement of Financial Interest
37
A,B,C
Public
5
1,4
Student Records
Refer to Student Records Plan
Transportation Records (Drug/Alcohol Testing)
38
Negative or Below Limit Test Results
A,C
Exempt
1
2,4
Positive or Above Limit Test Results
A,C
Exempt
5
2,4
Records Related to Collection Process
A,C
Exempt
2
2,4
Records Related to Education and Training
A,C
Exempt
2 after employment ends
2,4
Refusal to Take Required Test
A,C
Exempt
5
2,4
Workers’ Compensation Records
39
A,B,C
Exempt
7 after claim closed
2,4
1
See 65 P.S. Sec. 67.502(b)(2)(iii). See also 65 P.S. Sec. 67.506(a).
2
See 65 P.S. Sec. 67.708(7)(vii)(viii), 67.708(16), 67.708(17).
3
See 65 P.S. Sec. 67.708(7)(viii), 67.708(17).
4
SC 518 requires permanent retention of annual auditor’s reports and annual financial reports. SC 518 also requires districts to maintain all other financial
records for at least 6 years.
5
SC 1337(e) requires free and reduced lunch accounts and records to be maintained not in excess of 5 years.
6
See 65 P.S. Sec. 67.708(6), 67.708(28), 67.708(30).
7
See 65 P.S. Sec. 67.708(7)(vii), 67.708(8).
8
See 65 P.S. Sec. 67.708(7)(vii), 67.708(8).
9
See 65 P.S. Sec. 67.708(5), 67.708(6), 67.708(27).
10
See HIPAA and ADA. See also 65 P.S. Sec. 67.102, 67.305, 67.708(5).
11
See HIPAA. See also 29 CFR Sec. 1910.1020(e), 65 P.S. Sec. 67.102, 67.305, 67.708(5). 29 CFR Sec. 1910.1020(d) requires retention for at least 30 years
after employment ends.
12
See SC 1409, 28 PA Code Sec. 23.55. See also HIPAA, 65 P.S. Sec. 67.102, 67.305, 67.708(5). SC 1409 requires retention for at least 2 years after enrollment
ends.
13
See 65 P.S. Sec. 67.102, 67.305, 67.708(5). See also HIPAA and ADA.
14
SC 518 requires all other financial records to be maintained for at least 6 years. 29 CFR Sec. 516.5, 516.6 and 1627.3(a) require certain payroll records to be
maintained for 2 or 3 yrs.
15
See 65 P.S. Sec. 67.708(6).
16
See 65 P.S. Sec. 67.708(6).
17
See 65 P.S. Sec. 67.708(6).
18
See 65 P.S. Sec. 67.708(6).
19
See 22 PA Code Sec. 8.2(d), 23 Pa C.S.A. Sec. 6344.2, 55 PA Code Sec. 3490.132. See also 65 P.S. Sec. 67.102, 67.305.
20
See 65 Pa. C.S.A. Sec. 67.708(6), 67.708(7), 67.708(15).
21
See 65 P.S. Sec. 67.708(7)(viii).
22
See 65 P.S. Sec. 67.708(7)(iv).
800-AR-1. RECORDS RETENTION SCHEDULE
Page 8 of 8
23
29 CFR Sec. 1602.39, 1602.41 requires form EEO-5 and records necessary to complete EEO-5 to be maintained for 3 years.
24
See 65 P.S. Sec. 67.708(7)(ii).
25
29 CFR Sec. 825.500(g). See also 65 P.S. Sec. 67.102, 67.305, 67.708(5). 29 CFR Sec. 825.500(b) requires retention for at least 3 years.
26
See 65 P.S. Sec. 67.708(5), 67.708(6).
27
See 65 P.S. Sec. 67.708(7)(i).
28
See 65 P.S. Sec. 67.708(6).
29
See 65 P.S. Sec. 67.708(3).
30
42 Pa. C.S.A. Sec. 5536 requires claims to be filed within 12 years from completion.
31
SC 772.2 requires retention for at least 3 years.
32
See 65 Pa. C.S.A. Sec. 67.708(22).
33
SC 751, 807.1 require retention for 3 years.
34
See 65 P.S. Sec. 67.708(5), 67.708(6). 29 CFR Sec. 1904.33(a) requires incident reports to be retained 5 years from end of calendar year.
35
SC 1307-A (BEC) requires permanent retention.
36
SC 518 requires permanent retention.
37
65 Pa. C.S.A. Sec. 1107(9) requires retention for 5 years.
38
See 49 CFR 382.405 (limits on release of records). See also 65 P.S. Sec. 67.102, 67.305, 67.708(5). 49 CFR 382.401 lists applicable retention periods.
39
See 65 P.S. Sec. 67.708(5), 67.708(6).