Warren City School District
Administrative Guidelines
 

8310A - PUBLIC RECORDS

The public records of this Office of the Superintendent as defined under the Freedom of Information Law are available for public inspection and/or copying in accordance with the following administrative guidelines. Exemptions are specified in R.C. 149.43 (A) (1).

Designation of Officers

The Director of Communications shall be the District Records Officer (DRO).

Definitions

"Public record" includes any document, device, or item, regardless of physical form or characteristic, including an electronic record, created or received by or coming under the jurisdiction of the Board or its employees, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District.

"Public record" does not mean any of the following: medical records; documents containing genetic information; trial preparation records; confidential law enforcement investigatory records; and other records the release of which is prohibited by State or Federal law, including, but not limited to, student personally identifiable information and student directory information when the student's parents have affirmatively withdrawn consent for release of it in writing.

"Electronic record" includes any record having been created, generated, sent, communicated, received, or stored by electronic means.

"Redaction" means obscuring or deleting any information that is exempt from public inspection or copying from an item that otherwise meets the definition of a "public record."

Procedures

The following procedures shall be followed in connection with requests to inspect and secure copies of School District records:

 

A.

Requests to inspect or secure copies of records shall be submitted to the DRO on a form prescribed by the Board, copies of which are available in the Office of Communications.

     
 

B.

The DRO will determine and advise the requester whether the records specified in the request are available for inspection and copying.

     
 

C.

With respect to records which are determined to be available, the DRO will direct the requester to the place where the requested records may be inspected and will arrange for the preparation and certification of copies upon tender of any required fee. The DRO will establish a time and date for inspection and copying the requested records.

     
 

D.

With respect to records which are determined not to be available, the DRO will note the reason for unavailability on the request form and return one copy of the form to the requester.

     
 

E.

Records may be inspected only at the Office of Communications or at such other place as may be designated. No record may be removed from such location. A member of the staff of the Warren City School District must be present throughout the inspection and copying of such record.

     
 

F.

Requests by mail for copies of available records may be addressed to the DRO and will be honored upon payment of any required fee, provided the requester and the record of which a copy is requested are sufficiently identified to make compliance practicable.

Location and Time

Records shall be made available at the Office of Communications, during the hours of 8:00 a.m. to 4:00 p.m. Monday through Friday, with the exception of the holidays when District schools are closed.

Fees

Records may be inspected only under supervision. Upon written request, copies of said records may be made for a fee of ten cents ($.10) for each single-sided sheet.

RETENTION OF RECORDS

   

DESCRIPTION

RETENTION

       
 

A.

Abstract

7 years

       
 

B.

Accident Reports

2 years after end of

     

fiscal year

       
 

C.

Accounts Payable Ledgers

10 years

       
 

D.

Accounts Receivable Ledgers

10 years

       
 

E.

Administrative Policy and Policy Files

Permanent

       
 

F.

Annual Employee Absence Summary

4 years provided

     

audited*

       
 

G.

Applications for Employment

2 years after end

     

of fiscal year

       
 

H.

Appropriation Ledgers

10 years

       
 

I.

Attendance Registers

2 years after end

     

of fiscal year

       
 

J.

Audit Reports Issued by the Auditor of

25 years

   

State's Office

 
       
 

K.

Bank Deposit Receipts

4 years provided

     

audited*

       
 

L.

Bank Statements

4 years provided

     

audited* -

     

R.C. 1304.29

       
 

M.

Bids

4 years provided

     

audited*

       
 

N.

Board Minutes

Permanent

       
 

O.

Board of Education Agendas

1 fiscal year

       
 

P.

Board Policy Files

Permanent

       
 

Q.

Bond and Coupon

Until Bond issued

     

redeemed provided

     

audited*

       
 

R.

Book Inventories

Until superseded

       
 

S.

Budget Policy Files

25 years

       
 

T.

Budgets (annual)

25 years

       
 

U.

Cancelled Checks

4 years provided

     

audited*,

     

R.C. 1304.29

       
 

V.

Cash Journals

Permanent

       
 

W.

Check Registers

4 years provided

     

audited*

       
 

X.

Class Registers

Permanent

       
 

Y.

Contracts

15 years after

     

expiration,

     

R.C. 2306.05

       
 

Z.

Correspondence (general)

Discretionary

     

(suggest 1-5 years)

       
 

AA.

Cost Ledgers

4 years provided

     

audited*

       
 

BB.

Delivery and Packing Slips

1 year provided

     

audited*

       
 

CC.

Elections

25 years

       
 

DD.

Employee Files(includes employment

Permanent

   

after employee termination application,

 
   

administrative and professional

 
   

qualifications, evaluations, personnel

 
   

actions and any other documents which

 
   

became part of the file)

 
       
 

EE.

Employee Insurance Bills

4 years provided

     

audited*

       
 

FF.

Field Trips Forms and Volunteer Driver

2 years after end

   

Forms

of fiscal year

       
 

GG.

Financial Reports (annual) to State

25 years

   

Department of Education (625)

 
       
 

HH.

Financial Reports (annual) to Auditor of

25 years

   

State (659 or 4502)

 
       
 

II.

Foundation Distributions

25 years

       
 

JJ.

Grade Sheets

3 years after end

     

of fiscal year

       
 

KK.

Immunization Slips

10 years or check

     

with State Dept.

     

of Health

       
 

LL.

Income Tax Returns

6 years and current

     

provided audited*

       
 

MM.

Instruction Supervisor Files

Discretionary

     

(suggest 1-2 years)

       
 

NN.

Insurance Policies

15 years after

     

expiration provided

     

all claims have been

     

settled, R.C. 2305.06

       
 

OO.

Inventories (plant and equipment)

Until superseded

       
 

PP.

Invoices

10 years provided

     

audited*

     

R.C. 3313.29

       
 

QQ.

Kidney Screening

1 year

       
 

RR.

Leave requests

4 years provided

     

audited*

       
 

SS.

Lunch Program Lists

4 years

       
 

TT.

Lunchroom Cash Receipts

4 years provided

     

audited*

       
 

UU.

Lunchroom Reports

4 years provided

     

audited* (State and

     

Federal)

       
 

VV.

Organization Reports

2 years

       
 

WW.

Payroll Absence Reports(sick leave and

4 years provided

   

vacation)

audited*

       
 

XX.

Payroll Bank Statements

4 years provided

     

audited*

       
 

YY.

Preventive Maintenance Reports

2 years after end

     

of fiscal year

       
 

ZZ.

Purchase Orders

10 years provided

     

audited*

     

R.C. 3313.29

       
 

AAA.

Receipt Journals

Permanent

       
 

BBB.

Records Administration

25 years

       
 

CCC.

Rental Referrals

1 year

       
 

DDD.

Report on Teacher Personnel

1 year after end of

     

fiscal year

       
 

EEE.

Requisitions

1 year after end of

     

fiscal year

       
 

FFF.

School Census Cards

4 years provided

     

audited*

       
 

GGG.

SERS and STRS Reports

4 years provided

     

audited*

       
 

HHH.

Special Permits

2 years provided

     

audited*

       
 

III.

Student Activity Fund Records(pay-ins,

4 years provided

   

pay-outs, bank deposit receipts,

audited*

   

cancelled checks, reports)

 
       
 

JJJ.

Student Records

Permanent

       
 

KKK.

Student Sign-Out Forms

2 years after end

     

of fiscal year

       
 

LLL.

Summer School Lists

4 years after end

     

of fiscal year

       
 

MMM.

Suspensions

1 year after end of

     

fiscal year

       
 

NNN.

Tax Advancements and Settlements

10 years

       
 

OOO.

Time Sheets and Time Cards

4 years provided

     

audited*

       
 

PPP.

Transportation Records

4 years provided

     

audited*

       
 

QQQ.

Travel Expense Vouchers

10 years provided

     

audited*,

     

R.C. 3313.29

       
 

RRR.

Vision and Hearing Screening

1 year after end of

     

fiscal year

       
 

SSS.

Visitor Registration

Discretionary

     

(suggest 1 year after

     

end of fiscal year)

       
 

TTT.

Vouchers

10 years provided

     

audited*,

     

R.C. 3313.29

       
 

UUU.

W-2 Forms

6 years and current

     

provided audited*

       
 

VVV.

W-4 Forms

Until superseded or

     

employee terminated

       
 

WWW.

Warrants

4 years provided

     

audited*

       
 

XXX.

Warrant Registers

4 years provided

     

audited*

       
 

YYY.

Worker Compensation Files

10 years after

     

final payment made

"Provided audited" means the record series has been audited by the Auditor of State or independent auditor and the audit report released.

Revised 4/04
Revised 1/06
Revised 9/10
Revised 2/14

© Neola 2010