Public Records Request
RECORDS RETENTION SCHEDULE
Current documents are stored electronically on site. Older documents are stored off-site in a secure, climate-controlled location.
Department Records -- Retention Period
Administration:
Board Related Items --
Permanent
General Administration Files --
Retained until no longer valuable
Public Relations --
Retained for up to 3 years then appraised for historical value
Levy Information --
Retained 10 years after election
Grant Applications --
Approved – 6 years after expiration; Not Approved – 1 year
Critical Correspondence --
Maintained 1 year after relevant decisions made
Children’s Services:
Student Files/Assessment --
Permanent
ODE Reports/Reviews --
Permanent
LPDC --
Permanent
Class Rosters --
Permanent
Attendance Reports --
10 Years
Early Intervention:
EI Service Coordination/Delivery --
Until child’s 9th birthday
EI Grant Funding Records --
% years after grant period
Family Support Services:
Participants’ Files --
7 Years
Financial Reports --
Permanent
Fiscal:
Annual Budget --
5 Years
Purchase Orders/Billing --
7 years after audit
Fiscal Reports/Service Contract --
7 years after audit
Capital Assets Records/Leases --
7 years after audit
Medicaid Billing/Reports --
7 years after audit
Employee Timesheets/Leave --
Permanent
Transportation Reports --
7 years after audit
Human Resources:
Personnel Files --
Permanent
Employment Applications --
2 years
Personnel/Board Policies --
5 years after obsolete
BMV Driver’s Abstracts --
1 year after termination
Major Unusual Incidents:
MUI/UI Incidents --
7 years
Service and Support Administration:
Files/Information of Individuals Served --
Permanent
Transportation/Maintenance:
Vehicle/Grant Reports --
7 Years
Attendance Reports--
7 years
Maintenance Reports --
1 year after vehicle sold
Vehicle/Building Inspections --
Permanent
Maintenance Contracts --
7 years and no longer of value