5523 Data Management
The Grand Island Public Schools records shall be housed in the GIPS central office. It shall be the responsibility of the superintendent or designee to oversee the maintenance and accuracy of the records. The following records shall be kept and preserved at a minimum according to the schedule below:
- Secretary’s financial records Permanently
- Treasurer’s financial records Permanently
- Minutes of the Board of Education Permanently
- Annual audit reports Permanently
- Annual budget Permanently
- Permanent record of individual pupil Permanently
- Records of payment of judgments against the school district 20 years
- Bonds and bond coupons 10 years
- Written contracts 10 years
- Cancelled warrants, check stubs, bank statements, bills,
- Invoices, inventories and related records 5 years
- Program grants As determined by the grant
- Nonpayroll personnel records 7 years
- Payroll records 3 years
- Staff and Student email records no single retention period
Employees’ records shall be housed in the central administration office. The employees’ records shall be maintained by the superintendent or designee, the building administrator, and the employee’s immediate supervisor.
The permanent and cumulative records of students currently enrolled in the school district shall be housed where the records can be maintained securely and efficiently for the district’s needs.
Records of students who have graduated or are no longer enrolled in the school district shall be housed in the district student information system.
The superintendent or designee may store school district records electronically or on microfilm or microfiche and may destroy paper copies of the records if the records are more than three years old. A properly authenticated reproduction of a microfilmed or electronic record meets the same legal requirements as the original record.
Legal Reference: Neb. Statute § 79-539
Cross Reference: 2470 BOARD MINUTES
4710 ELECTRONIC MESSAGING
6260 PERSONNEL RECORDS
8710 STUDENT FILES AND RECORDS
Policy Adopted: 2/7/77
Policy Revised: 7-14-05
Policy Revised: 10.12.2015