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