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Sweetwater Un HSD |  AR  3580  Business and Noninstructional Operations

District Records   

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Record Retention

The Board of Trustees recognizes that school districts are required by law to maintain records in various manners and time periods. In accordance with 5 CCR 16020, the Board shall define "records" as "all records, maps, books, papers, and documents of the school district required by law to be prepared or retained or which are prepared or retained as necessary or convenient to the discharge of official duty." The Board shall classify its records as permanent (Class 1), optional (Class 2), or disposable (Class 3).

The Superintendent or his/her designee shall ensure that appropriate computer software is used to safeguard any data stored on computers, including computers connected to networks. To further prevent the damage or theft of data, computers, and related equipment he/she shall maintain complete and accurate inventories, specify user responsibilities for damages, and provide appropriate supervision in areas where computers are used.

A schedule of the district's record classification is available at the district office and on the district's First Class System

Procedures for Classification

Per 5 CCR 16022, all district records shall be classified in the following manner:

1. Prior Year Records: Prior to January 1, the Chief Finance Officer or his/her designee (or a person designated by the district) will review all documents and papers originating during the prior fiscal year and classify them as Class 1 - Permanent, Class 2 - Optional, or Class 3 - Disposable.

2. Continuing Records: Records that are active or useful for administrative, legal, fiscal, or other purposes should not be classified until their usefulness has ceased. Also, a student's cumulative record, if not transferred, is a continuing record until such time as the student is no longer enrolled in the district.

Explanation of Records Classifications

Class 1 refers to all records that must be retained permanently. The originals of all Class 1 records must be kept indefinitely unless microfilmed (5 CCR 16023). The original of each of the following records, or one exact copy of it, when the original is required by law to be filed with another agency, is a Class 1 (Permanent) Record:

1. Annual Reports

a. Official budget

b. Financial reports of all funds, including cafeteria and student body funds

c. Audit of all funds

d. Average daily attendance, including Period 1 and Period 2 reports

e. Other major annual reports, including:

(1) Those containing information relating to property, activities, financial condition, or transactions.

(2) Those declared by Board minutes to be permanent

2. Official Actions

a. Minutes of the Board or Board committees, including the text of rules, regulations, policies, or resolutions included by reference only

b. The call for and the results of any elections called, conducted, or canvassed by the Board

c. Records transmitted by another agency pertaining to its action with respect to district reorganization.

3. Personnel Records

a. Employees

All detailed records relating to employment, assignment, amounts and dates of service rendered, termination or dismissal of an employee in any position, sick leave record, rate of compensation, salaries or wages paid, deductions or withholdings made and the person or agency to whom such amounts were paid. In lieu of the detailed records, a complete proven summary payroll record for each employee containing the same data may be classified as Class 1 (Permanent), and the detailed records may then be classified as Class 3 (Disposable). Information of a derogatory nature as defined in Education Code 44031 shall be Class 1 (Permanent) only when the time for filing a grievance has passed or the document has been sustained by the grievance process.

b. Students

The records of enrollment and scholarship for each student required by 5CCR 432, and all records pertaining to any accident or injury involving a minor for which a claim for damages had been filed as required by law. This includes any related policy of liability insurance except that these records cease to be Class I (Permanent) one year after the claim has has been settled or the statute of limitations has expired.

4. Property Records

All detailed records relating to land, buildings, and equipment. In lieu of detailed records, a complete property ledger may be classified as Class 1 (Permanent). The detailed records may then be classified as Class 3 (Disposable) if the property ledger includes all fixed assets, an equipment inventory and, for each piece of property, the date of acquisition, name of previous owner, a legal description, the amount paid, and comparable data if the unit is disposed of.

Any records considered worth keeping, but which is not a Class 1 record, may be classified as Class 2 (Optional) and shall be retained until it is reclassified as Class 3 (Disposable). If by agreement of the Board and Chief Finance Office or his/her designee, classification of the prior year records has not been made before January 1, all records of the prior year may be classified Class 2 (Optional) until they are reclassified as required by 5 CCR 16022. Such classification must occur within one year.

Class 3 shall consist of disposable records. All records not classified as Class 1 or Class 2 shall fall into Class 3. All Class 3 records must be kept for a minimum of 3 years, but some may be retained for a longer period due to continued usefulness. (5 CCR 16025)

Retention Periods

1. All Class 1 records must be kept indefinitely.

2. Class 2 records shall be kept for one fiscal year and then reviewed to determine whether the documents shall then be reclassified as Class 3.

3. A Class 3 disposable record shall not be destroyed until after the third July 1 succeeding the completion of the audit required by Education Code 41020 or of any other legally required audit, or after the ending date of any retention period required by any agency other than the state of California, whichever date is later. A continuing record shall not be destroyed until the fourth year after it has been classified as Class 3.

Destruction of Records

Proper destruction methods for Class 3 records include shredding, burning, or any other method that insures the documents cannot be re-assembled and read.

Photographic, Microfilm and Electronic Copies

The Board is permitted to make photographic, microfilm, or electronic copies of records. The originals of the copied records should be maintained for at least four years and may only be destroyed once provisions have been made for permanently maintaining the photographic, microfilm, or electronic copies in the files of the district. No original record that is basic to any required audit shall be destroyed prior to the second July 1 succeeding the completion of the audit. (Education Code 35254).


approved: November 17, 2008 Chula Vista, California