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STATE OF ALASKAMODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSDecember 2007P226-186 Alaska State Library William Norton Photograph CollectionDepartment of Education & Early DevelopmentDivision of Libraries, Archives & MuseumsArchives & Records Management ProgramPOB 110525141 Willoughby AvenueJuneau, Alaska 99811-0525
Background & Purpose. This newly updated Model Records Retention Schedule forAlaska School Districts supercedes a 1992 obsolete publication produced by this agency.The Model Schedule is intended to guide districts—city, borough, or regional educationalattendance areas—in the administration of its information assets. The Model Schedulelists and describes most records that school districts administer and recommendsminimum retention guidelines to properly retain Official Record Copies throughout theirinformation life cycle, irrespective of media type utilized. In the event you becomeaware of actual or threatened litigation, audit or investigation that may concern a group ofrecords, do not dispose of the records until authorized to do so.Since the Model Schedule is only a guide, school districts should consider establishingtheir own records retention schedule to meet specific school/community needs andpreferences. Not all of the forms that districts administer are identified on this schedulebut most district information functions fall under the 13 records categories. TheDepartment of Education & Early Development's website lists forms that districts mustsubmit to the Department here: ion. This schedule was prepared by Chris Hieb, Records Analyst II with theState Records Management Program. The Kenai Peninsula Borough School District, aswell as other school districts provided input. Additionally, staff from the AlaskaDepartment of Education & Early Development, including Eddy Jeans, Director ofSchool Finance & Facilities; Eric Fry, Information Officer; and, Les Morse, Director ofAssessment & Accountability assisted. The following states were also sources for thisModel Schedule project: Oregon, Washington, Colorado and Arizona.Future Updates: We plan to update this schedule in about four years. Please email meany recommendations or other comments that you would like considered for the nextrevision.D. Dawson, CRMState Records ManagerAlaska State ArchivesDivision of Libraries, Archives & MuseumsDepartment of Education & Early Developmentdean.dawson@alaska.govii
SCHOOL DISTRICT RECORDS & INFORMATION MANAGEMENTAuthority. Under AS 40.21, the State Records Act, the Alaska State Archives & RecordsManagement Program assists state agencies and local governments in the orderlymanagement of current records and identifies and preserves records of permanentarchival value for study and research. Records Management staff collaborate withagencies to navigate the intricacies of State and Federal regulations, ensuring that theState's records are protected and remain available for as long as required.AS 40.21.070 requires that the governing body of each local political subdivision shall, asfar as is practical, follow the program established for the management of state records.What is a Record? Under AS 40.21.150(6) the definition of a record includes anydocument, paper, book, letter, drawing, map, plat, photo, motion picture film, microfilm,magnetic tape, electronic record, or other document of any other material, regardless ofphysical form or characteristic, developed or received under law or in connection with thetransaction of official business and preserved or appropriate for preservation by anagency or a political subdivision, as evidence of the organization, function, policies,decisions, procedures, operations, or other activities of the state or political subdivision orbecause of the informational value in them.Electronic Records. Under AS 40.21.150(4) electronic record means any informationthat is recorded in machine readable form. Many school district records are created,manipulated, processed, stored, transmitted and destroyed digitally. Electronic recordsthat constitute an Official Record Copy, including email, should be administered underoperating policies and procedures, ideally in an unaltered format, to ensure that therecords remain authentic and trustworthy for their full retention period.Records located within electronic systems must remain accessible and durable for theirprescribed retention period. This requires addressing the issues of periodic mediarefreshment, disaster recovery, business continuity, security plans and digital migrationstrategies. Backups produced for system recovery purposes do not serve a recordkeepingfunction or substitute for archived business essential duplicates.Staff that would like more guidance with respect to state agency requirements forretention and preservation of electronic records (4 AAC 59.005) may reference newregulations authorized in October 735a006211e0?OpenDocumentiii
Confidentiality of Records. Many school district records contain confidentialinformation and access or disclosure may be restricted under State/Federal statute orregulation. Applicable statutory and regulatory citations include, but are not limited to:the Family Educational Rights & Privacy Act (FERPA, 20 USC 1232g & 34 CFR Part99—protects the privacy of student education records and applies to all schools thatreceive funds under an applicable program of the US Department of Education);AS 14.03.115 (Parental Access); Privacy Act (5 USC 552a); and, the AlaskaConstitution, Article 1, Section 22 (Right to Privacy).Refer also to the Student Data Reporting Manual (November 2004) for furtherinformation regarding the confidentiality, creation, maintenance, use and destruction ofstudent records. This manual is available on the Department of Education & EarlyDevelopment webpage ntDataReportingManual.pdfNote: All district employees must guard against improper disclosure of confidential andpersonally identifiable information. Because of the serious consequences of improperinvasion of personal privacy, employees may be subject to disciplinary action andcriminal prosecution for knowing and willful confidentiality violations. All districtsshould have written policies and procedures regarding the release of student informationand provide adequate implementation training.Vital Records & Continuity of Operations. Irreplaceable, vital school district recordsmust be protected in the event a fire, flood, earthquake, terrorist act or other calamitystrikes. Vital records contain mission critical information essential to the continuity ofoperations or protection of the rights/interests of the school district or individual citizens.Districts should have all vital records identified and measures in place to ensure that thesedocuments are preserved.Transfer of Permanent Records to the State Archives. Under AS 40.21.030(a)(1)school districts may transfer records of permanent archival value to the State Archives.Districts that would like to transfer permanent records—records that document the origin,policies, procedures and historical activities of the school district—to the State Archivesfor preservation may contact the State Archivist for further information.Offsite Storage. Under AS 40.21.090 the State Records Management Officerecommends that school districts store non-current records in approved records storagefacilities, if room is unavailable onsite. The state has issued contracts for records storageand services in Juneau and Anchorage and are linked for review on our website here:http://www.archives.state.ak.us/records management/records management.htmlThe contractors also provide certified confidential records destruction(burning/shredding) at the end of the retention period.iv
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSADMINISTRATIVE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Item ges 1-7Administrative Systems Studies & Operational Plans - Major & MinorComplaints: Parents/Consumer/EmployeeContracts& AgreementsDrafts & Working PapersGeneral Correspondence FilesLegal Case RecordsLegal OpinionsLetters of IntentMail & Telephone RecordsParking Decal/Permit RecordsPostage RecordsProgram History FilesProgram Policies & Procedures - MajorProgram Policies & Procedures - RoutineProjected Enrollment DataPublicationsReading FilesRecording of Voice ConversationsReports - AnnualReports - Quarterly, Monthly & AuditSchool Board Minutes & Meeting Files - Major Policy MakingSchool Board Minutes & Meeting Files - Non-Policy MakingSpecial ProjectsSuperintendent RecordsSupply RecordsTechnical Reference FilesTransitory & Miscellaneous Administrative InformationBUDGET RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 8Item No.353637Budget Preparation RecordsAnnual Financial Plan DocumentationBudget Revision Requestsv
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSCURRICULUM & INSTRUCTION RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 9-10Item No.45464748495051Course DescriptionsCurriculum Development, Selection & Adoption RecordsStudent Testing - Group ReportsStudent Testing - Individual Student ReportStudent Testing - Primary Record (Answer Sheets)Teacher Daily Instructional PlansTeacher’s Grade RecordsFINANCIAL RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 11-14Item No.6061626364656667686970Accounts Payable RecordsAccounts Receivable RecordsAudit ReportsBank Transaction RecordsBond RecordsGeneral LedgersGrant RecordsInvestment RecordsLocal, State & Federal Revenue RecordsSubsidiary Ledgers, Journals & RegistersTravel Expense RecordsFOOD SERVICE & NURSING RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Item No.757677School Food Service Program AdministrationSchool Nursing RecordsDaily Medication OrdersviPage 15
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSINFORMATION TECHNOLOGY RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 16-18Item No.858687888990919293Information Technology System - Planning & Development RecordsInformation Technology System - Program DocumentationInformation Technology System - Maintenance RecordsInformation Technology System - Security RecordsProgram User Documentation & Training MaterialsPost Implementation Evaluation Reviews & ReportsSoftware Management RecordsTelecommunications System Management RecordsTesting DataLIBRARY & MEDIA RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 19-20Item No.100101102103104105Acquisition & Deaccession RecordsAudio - Visual Materials & Equipment Loan RecordsCirculation RecordsCopyright & Duplication RecordsLibrary & Media Inventory RecordsLibrary Catalog RecordsPAYROLL RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 21-24Item No.110111112113114115116117118119120121Deduction Authorization RecordsDeduction RegistersEmployee Payroll RecordsEmployee Time & Attendance RecordsFederal Tax RecordsFederal Tax Records - Wage & Tax Statements (W-2)Federal Tax Records - Withholding Allowance Certificates (W-4)Garnishment RecordsLeave Balance ReportsPayroll Administrative ReportsPayroll RegistersUnemployment Compensation Claim & Report Recordsvii
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSPERSONNEL RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Item 5Benefits Continuation RecordsCollective Bargaining RecordsCriminal Background Check RecordsDrug Testing RecordsEmployee Benefits RecordsEmployee Medical RecordsEmployee Medical Records - Hazard Exposure FilesEmployee Personnel RecordsEmployment Eligibility Verification Forms (I-9)Equal Employment Opportunity Commission Compliance RecordsFMLA/AFLA FilesGrievance RecordsPosition Description, Classification & Compensation Plan RecordsRecruitment, Selection & Appointment RecordsTraining Program RecordsVolunteer Program RecordsPROCUREMENT, LEASING, PROPERTY & EQUIPMENT RECORDS . . . . . .Item No.150151152153154155156157158159160Pages 25-30Asbestos Management RecordsCapital Construction Project RecordsEquipment Records - Originals & CopiesFacility Use RecordsLease Administration FilesProcurement FilesProperty Control - Damaged, Stolen & Disposition RecordsProperty Control - Inventory RecordsProperty Records - Land & BuildingsProperty Records - Purchase, Ownership & SaleWork OrdersviiiPages 31-36
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSSECURITY, SAFETY & RISK MANAGEMENT RECORDS . . . . . . . . . . . . . . . . .Item No.165166167168169170171172173174175176177Pages 37-40Accident & Incident ReportsDisaster Preparedness & Emergency Response - DrillsDisaster Preparedness & Emergency Response - PlansEmployee Training Records – Hazardous/Toxic Substances & Blood-borne PathogensHazard Communication & Material Safety Data SheetsInsurance Claim RecordsInsurance Policy & Endorsement RecordsKey, Badge & Photo Identification RecordsRisk Factor Evaluation RecordsSafety Committee RecordsSafety Inspection & Compliance RecordsSurveillance Video TapesVisitor LogsSTUDENT RECORDS: EDUCATION, HEALTH,SPECIAL EDUCATION & ACTIVITY CONTINUED . . . . . . . . . . . . . . . . . . . . . . Pages 41-49Item 0201202203204205Student Permanent RecordSchool Census & Registration RecordsStudent Disciplinary RecordsTransfer of Student RecordsMigrant Education program RecordsEducational Programs Student RecordsGrade/Report Card RecordsStudent Attendance RecordsGrade Reports, AdministrativeHigh School Dual Program Student RecordsPeriodic/Annual RecordsAlternative School Referral RecordsChild Abuse ReportsEducation Counseling RecordsParental/Custodial Delegation RecordsParental Consent DocumentsParent-Teacher Conference RecordsStudent Records RequestStudent Truancy RecordsTest Security AgreementsTutoring Recordix
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSTABLE OF CONTENTSSTUDENT RECORDS: EDUCATION, HEALTH,SPECIAL EDUCATION & ACTIVITY CONTINUED . . . . . . . . . . . . . . . . . . . . . . Pages 41-49Item No.206207208209210211Withdrawal RecordsEducational Technology PlansStudent Cumulative Health RecordStudent Psychological or Social Assessment RecordsSpecial Education FileStudent Athletic Activity RecordsTRANSPORTATION RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 50-52Item No.220221222223224225226227228Bus Driver RecordsBus Incident & Vandalism ReportsBus Schedule & Route RecordsFuel RecordsTransportation Complaint ReportsVehicle Accident RecordsVehicle Maintenance RecordsVehicle Ownership RecordsVehicle Usage RecordsALPHABETIC INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pages 53-59x
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.Records Series & Description1Administrative Systems Studies & Operational Plans—Major & Minor:Consists of studies, plans, synopses, detailed reports and special projects of aSuperintendent, Principal, School Board or Commission that assess the needfor administrative systems improvements in the area of informationmanagement. Contents may include workload and organizational data, logs,time studies, interviews, questionnaires, computer printouts, final report,correspondence, authorized actions, workflow schematics, etc.Retention& DispositionRetain one year aftersystem terminated; or,when no longer neededfor reference,whichever is later.Recommend reviewevery five years.Historically SignificantStudies: Permanent.2Complaints: Parents/Consumer/Employee:This records series consists of individual complaints from parents, employeesor students and may include name, address, date, telephone number, narrativeof complaint, to whom referred and date, action taken and signature of persontaking the action.Retain Official RecordCopy 1 year afterresolution providedapplicable audits havebeen released.This file set does not include claims of harassment or discrimination amongemployees. Refer also to Item 141, Grievance Case Files.3Contracts & Agreements:Records that document the negotiation, execution, completion andtermination of legal agreements between the school district and other parties.May include the official contract or agreement, amendments, exhibits,addenda, legal records, contract review records, and related correspondence.Does not include leases or property records.1Retain 6 years afterexpiration, terminationor final contractpayment.
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.4Records Series & DescriptionDrafts & Working Papers:This series contains documents, correspondence, reports, memoranda, andother materials in preliminary or developmental form before their iteration asa final product. Drafts may include copies of materials circulated for reviewfor grammar, spelling and content. Working papers may include notes andmiscellaneous documents used in compiling and assembling the finalproduct.5General Correspondence Files:Retention& DispositionRetain until obsolete,superceded oradministrative ormanagement need ismet.Retain 3 years.Consists of original incoming and copies of outgoing letters and memorandarelated to the general administration and operation of the agency, usuallyarranged topically according to a system index.Includes staff reports (activity, routine management, trip), endorsements,conference/training notes, conflict of interest statements, financial disclosureforms, confidentiality statements, inventories/logs, studies, policies &procedures, forms and templates.6Legal Case Records:Retain 10 years afterthe case is closed.Records document a school district’s legal actions by in-house or outsidecounsel. May include litigation records, correspondence, staff opinions,research findings, and background notes relating to specific cases.7Legal Opinions:Landmark Cases:Permanent.Retain 10 years.Records document the legal opinions and advice given to school districts bystaff or contract counsel. May include requests for opinions, letters ofadvice, and related correspondence.2Landmark Cases:Permanent.
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.8Records Series & DescriptionRetention& DispositionLetters of Intent:Retain 1 year.Consists of letters generated by the school district and given to applicants forclassified and certificated positions.9Mail & Telephone Records:Retain 1 year.Consists of mail files or logs that document transmittal/posting of UnitedStates Post Office materials and returned/undeliverable first class mail. Alsoincludes telephone logs, message books and phone number lists.10Parking Decal/Permit Records:Retain 1 year.This records series consists of copies of parking applications for motorvehicles authorized to park on District owned/leased lots.11Postage Records:Consists of a detailed listing showing the amount of postage used, date,unused balance and purpose. Records regarding United Parcel Service, DHLor Federal Express pickups also fit within this series.12Program History Files:Retain 3 years or afteraudit, whichever comesfirst.Permanent.These records document function, organizational structure, history, activitiesand accomplishments of a school district. May include media releases,public information files, photographs (digital, prints, negatives),videotapes/discs, scrapbooks, clipping files, audio tapes/cd’s, speeches bydepartment head, written histories, monographs, visual aids, and otherpublications (brochures/leaflets/pamphlets) related to school district functions.3
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.13Records Series & DescriptionProgram Policies & Procedures—Major:Retention& DispositionPermanent.Substantive and binding school district issued policies, procedures,directives, decisions, rules, and manuals that address mission essentialfunctions.Policy: a governing principle established by the Superintendent or Principalwhich mandates or constrains action, has consistent school/district wideapplication, and sets a course, which changes infrequently.Procedure: a set of effective and logical interrelated steps that implement apolicy.14Program Policies & Procedures—Routine:Routine school district issued policies, procedures, directives, decisions,rules, organizational charts and manuals that address internal functions andoperating procedures.15Projected Enrollment Data:Retain for 3 years afterpolicy is obsolete orsuperceded.Retain 6 years.This series consists of documents related to comparison of projectedenrollment with actual enrollment for purposes of reallocating teacherpositions. Includes compiled statistics reported by each school in the system.16Publications:Permanent.Publications that are produced for wide internal or external distribution,including district brochures, pamphlets, studies, proposals, newsletters,proposed instructional materials, and similar materials produced and madeavailable to the public.Refer also to Item 12, Program History Files.4
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.17Records Series & DescriptionReading Files:Retention& DispositionRetain 1 year.Copies of outgoing letters, memoranda, messages or other records used forperiodic review by office staff, as a cross-reference to the record copies filedin the same office, for signature control, preparation of periodic reports, orfor similar administrative purposes, and maintained separately in achronological arrangement.Official Record Copy may be administered in the General CorrespondenceFiles (Item 5.)18Recording of Voice Conversations:Includes audio/video tape, stenotype or stenographer's notebook or electronicaudio file which includes verbatim minutes used to produce official minutesand hearing proceedings, report or other record.19Reports—Annual:Retain 4 months aftertranscription and/orapproval of minutes orproceedings.Permanent.Reports issued by school districts that describe functions, activities andevents.20Reports—Quarterly, Monthly & Audit:Retain 6 years.Consists of district produced quarterly and monthly reports.Audit reports document the financial accountability of the school district.5
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.Records Series & DescriptionRetention& DispositionPermanent.21School Board Minutes & Meeting Files—Major Policy Making:Includes the following: agenda, information packets, reports, notes,transcripts, media releases, meeting summaries, public testimony statementsand questionnaires.Under AS 14.14.090(6) school boards shall keep its records and files open topublic inspection at the principal administrative office of the district duringreasonable business hours.22School Board Minutes & Meeting Files—Non-Policy Making:For all general staff, routine and operational meetings that do not result inchanges to school positions or procedures. Consists of agenda, minutes,notes and other backup.23Special Projects:Consists of correspondence, working papers, and information related to thespecial projects of the District.6Retain for 3 years, oruntil administrative ormanagement need ismet, whichever comesfirst.Retain untiladministrative ormanagement need ismet.
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSADMINISTRATIVE RECORDSItemNo.24Records Series & DescriptionSuperintendent Records:Retention& DispositionRetain 6 years.Records that document the official affairs of the superintendent concerningteachers, students, and schools located in the district. May includecorrespondence, memoranda, reports, studies, and publicity items.25Supply Records:Retain 3 years.This records series consists of documentation of consumable supplies locatedin a central supply office for use by school or district staff. May include alisting of all available supplies distributed periodically or upon request.26Technical Reference Files:Consists of technical studies, publications, consultant reports, internetprintouts from any source related to program administration and functions.27Transitory & MiscellaneousAdministrative Information:This records series consists of documents that are created primarily for thecommunication of information, as opposed to communications designed forthe perpetuation of knowledge. Transitory messages do not set policy,establish guidelines or procedures, certify a transaction, or become a receipt.Includes e-mail with short-lived or no administrative value, voice mail, selfadhesive notes, data input documents, appointment books/calendars, intraoffice correspondence tracking logs, word processing files, suspense files,temporary instructions, publication bulletins, notary certificates (copies)meeting notices, announcements and training flyers.7Retain untiladministrative ormanagement need ismet.Retain untiladministrative ormanagement need ismet.
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSBUDGET RECORDSItemNo.35Records Series & DescriptionBudget Preparation Records:Retention& DispositionRetain 3 years.Records that document the planning, development, estimation, and proposedbudget requests for schools and districts. May include budget requests,spreadsheets, expenditures, projection work papers and reports, budgetproposals, budget development schedules, spending plans, funding analysis,revenue projection reports, compensation plan proposals, contingency plans,preliminary or tentative budgets, CIP eligibility check lists, reconciliations,annual project summaries, and related correspondence and documentation.36Annual Financial Plan Documentation:Records that document the annual financial plan approved by schools anddistricts. May monitor allotments, apportioned fiscal distributions andexpenditures. May include budget allotment reports, adopted budgets,budget messages, revenue and expenditure tracking records, status reports,operating program debt service, position and wage analysis, summaries,hearings and review files and related correspondence.37Budget Revision Requests:Official AdoptedBudget:Permanent.Retain all other records3 years.Retain 6 years.Formal requests to revise a budget that has already been adopted. Mayinclude approval or denial for change in approved budget, transfer of fundsfrom one budget item to another, overtime authorization, or request forsupplemental funds.8
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSCURRICULUM & INSTRUCTION RECORDSItemNo.45Records Series & DescriptionCourse Descriptions:Retention& DispositionRetain 10 years.Records that list and describe school courses offered to students. Informationmay include course content descriptions; number of units granted; required orelective status; goals, competencies and standards for standard and modifieddiplomas; and, other information relative to educational plans.46Curriculum Development, Selection & Adoption Records:Retain 3 years aftersuperseded or obsolete.Records that document the selection and adoption of textbooks and otherinstructional materials by school districts, and the development and approvalprocess for staff or faculty to revise program curriculum or to updatecurriculum strategies and instruction. May include support documentation,reviews, reports, approvals, adoption authorization records, lists of stateadopted textbooks including titles of books, authors and publishers, andrelated correspondence and documentation.47Student Testing – Group Reports:Retain 5 years.Summary of testing scores by class, grade program, sex, ethnic group,school, district, etc.48Student Testing – Individual Student Report:Summary of student testing scores.Refer also to Student Permanent Record, Item 185.9Retain 2 years aftergraduation orwithdrawal.
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSCURRICULUM & INSTRUCTION RECORDSItemNo.49Records Series & DescriptionStudent Testing – Primary Record(Answer Sheets):Retention& DispositionRetain 90 days.Records include answer sheet or other medium completed by student.50Teacher Daily Instructional Plans:Retain 1 year.Records that document the instruction of students as planned on a daily basisby teachers. May include instructional plans and related documentation andcorrespondence.51Teacher’s Grade Records:Retain 2 years.Records document the teacher’s daily and term grades for each student.Records may include test scores, marking sheets and other related materials.Grades will be recorded to the Student Permanent Record, Item 185.10
MODEL RECORDS RETENTION SCHEDULEforALASKA SCHOOL DISTRICTSFINANCIAL RECORDSItemNo.60Records Series & DescriptionAccounts Payable Records:Retention& DispositionRetain 3 years.Records that document outstanding liabilities and provide a record ofpayment of bills by the school district. May include invoices, vouchers,statements, journal entry forms, purchase orders, payment authorizations,check requests, check registers, reports of receipt of goods or service,canceled checks or warrants, payments from student body fund accounts,petty cash fund records, daily batch lists, and related correspondence anddocumentation.61Accounts Receivable Records:Retain 3 years.Records that document billings and collections and provide a record ofmoney owed to or received by the school district for goods and servicesren
ii Background & Purpose. This newly updated Model Records Retention Schedule for Alaska School Districts supercedes a 1992 obsolete publication produced by this agency. The Model Schedule is intended to guide districts—city, borough, or regional educational attendance areas—in the administration of its information assets. The Model Schedule lists and describes most records that school .
