FISD Records Retention
Requirements
Record retention ensures that critical records are identified and
retained in accordance with State and Federal guidelines.
Destruction of local government records contrary to the provisions of the Local Government Records Act of
1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, under
certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government
records without legal authorization may also be subject to criminal penalties and fines under the Public
Information Act (Government Code, Chapter 552).
The Local Government Records Act establishes the primary requirements for records retention policies and
plans. These record retention guidelines are specified in the retention schedules and approved by the State
Library and Archives Commission. The schedules that pertain to school districts include:
Local Schedule GR - Records Common to All Governments
Local Schedule EL - Records of Elections and Voter Registration
Local Schedule TX - Records of Property Taxation
Local Schedule SD - Records for Public School Districts
In addition, the Local Government Records Act requires the District to elect a Records Management Officer to
coordinate the District’s records management activities. FISD’s records management officer is the Assistant
Superintendent for Business and Finance.
Below is a brief listing of some of the more common records retention. Years or AV (administratively valuable)
is noted for each item. Information concerning any records not addressed here can be found in the Legal
Reference Book. Copies of the current State Library and Archives schedules can be requested from the Records
Management Officer or found on line at: http://www.tsl.state.tx.us/slrm/recordspubs/sd.html or
http://www.tsl.state.tx.us/slrm/recordspubs/gr.html.
Should you find that we need to add to the information below, please contact us to do so.
Local Schedule SD-Records for Public School Districts
1099 Forms
Absence From Duty Reports
Accident Reports – Personal Injury
Accident Reports – Property Damage
Accident Reports
Adult & Vocational Ed Records
Application (Foundation Funds)
Athletic Game/Cash Reports
Audit Reports
Audit Workpapers
Bank Statements & Canceled Checks
Bids (successful) & RFPs
Bids (unsuccessful)
Blood Borne Pathogen Training Records
Records Management\Records Retention Listing
7 Years
4 Years
5 Years
3 Years
5 Years
7 Years
5 Years after completion
7 Years
Permanent
7 years after completion
7 Years
7 Years
2 Years
3 Years
Updated: May 2013
1
Board Minutes of Meetings
Permanent
Board Resolutions & Dedications
Permanent
Board (most other items)
2 Years
Bonds: Administrative Records & Registers
Permanent
Bonds: Cancelled & Coupons
5 Years
Bonds: cash and investment accounts
3 Years after bond completion
Bonds: Fidelity Bonds Life of Bond
5 Years
Budget Work Papers
2 Years
Budgets and amendments (Official)
Permanent
Cash Receipt Books
5 Years
Census Records
Permanent
Certificates, Licenses, or Permits
5 Years after Term of Employee
Check Register
10 Years
Construction Project Files
Permanent
Contracts, Architects & Engineers
5 Years after Project Completion
Contracts, Construction
7 Years after Final Payment
Contracts, Facilities Use
4 Years after Expiration
Contracts, Installation
10 Years after Project Completion
Contracts, Maintenance & Service
4 Years after Expiration
Contracts, Other
4 Years after Project Completion
Criminal History Checks
1 year from date obtained
Deeds
Permanent
Deposit Slips, Deposit Documents & Records
7 Years
Disciplinary & Adverse Action Records-relating to removal
of student to DAEP or expulsion
5 Years
Drivers Records
3 Years
E-mail:
If important, print out and keep as required
Policy & Program Development
5 Years
Administrative
2 Years
Routine
As long as administratively valuable
EEOC Records, Reports, and Case Files
3 Years
Easements
Permanent
Election Records
Permanent
Election Ballots
5 Years
Employee Grievance Records
2 Years
Employee Insurance Records
11 Years after Termination
Employee Leave Status Cards
3 Years
Employees’ Permanent Files
10 Years after Separation
Employee Service Records
Permanent
Employee Time Cards/sheet
4 Years
Employment Ads or Announcements
2 Years
Employment Applications
2 Years
Employment Contract
4 Years
Enrollment Forms and Reports
5 Years after withdrawal
Extracurricular Activity Records
2 Years
Equipment Maintenance Records
Perm (until Equip Is Disposed)
Ethnicity and Race Data Collection Records
3 Years
Facilities Maintenance & Repair Records
3 Years
Financial Disclosure Statements
2 Years
Fingerprint Cards
5 Years after Separation
Records Management\Records Retention Listing
Updated: May 2013
2
Fire Drill Records
Fire Safety Inspection Reports
Fixed Asset Records
General Journal Entries
General Ledger
Grade Book (electronic and official)
Grade reports (teachers)
Grant Applications
Hazardous Communication Act Material
Hazardous Material Training Records
Health Inspection Reports
Health Reports Submitted to TX Dept of Health
Health Reports of Employees exposed to toxic agents
Home Language Surveys
Immunization Records
Insurance Policies
Internal Audit Work Papers
Inventory Reports
Investment Records
Journals, All
Library Records
Legal Opinions
Lesson Plans
Lost & Stolen Property Reports
Maintenance Work Orders
Material Safety Data Sheets
Open Record Requests
Paid Bills, Invoices & Exp Statement
Payroll Checks
Payroll Deduction Authorizations
Payroll Registers
Payroll Tax Reports
PEIMS reports
Permits and Licenses
Personnel Roster
Personnel Studies & Surveys
Pledged Securities Records
Policies & Administrative Regulations
Principals’ and Superintendents’ Reports
Procedure Documentation
Professional Growth Plans
Purchase Orders (Payment Copy)
Purchase Orders & Requisitions
Records Management Records Control Schedule
Reports (annual) to State Agencies
Returned Checks
Safety Monitoring Reports concerning toxic sub
Sales Tax Reports
School Board Agenda
School Board Meetings Minutes
Records Management\Records Retention Listing
3 Years
3 Years
7 Years
7 Years
7 Years
5 Years
AV
7 Years
Permanent
5 Years
3 Years
3 Years
30 Years after Separation
5 Years
2 Years after date of withdrawal
4 Years after Expiration
5 Years
7 Years
7 Years
7 Years
AV
Permanent
AV
3 Years
2 Years
Until Superseded or Obsolete
One year after final decision
7 Years
5 Years
4 Years after Separation
7 Years
4 Years
5 Years
2 Years after expiration
3 Years
3 Years
7 Years
Permanent or until Superseded
10 Yrs-Period, 20 Yrs-Term
Until changed plus 5 years
4 Years
7 Years
7 Years
Permanent
Permanent
7 Years
30 Years
4 Years
2 Years
Permanent
Updated: May 2013
3
School Bus Purchase Requisitions
School Calendar
School Nutrition Records
Schools FIRST reports and support
Special Education Program Records
Student/Pupil Accounting Cards
Student Activity Accounting Records
Student Attendance records (teacher)
Student Attendance Records/Reports (official electronic)
Student Cumulative Records K-8 withdrawal
Student Cumulative Records 9-12 withdrawal
Student Drug/Alcohol test results
Student Drug/Alcohol positive tests
Student Health Screening
Substitute Teaching Rosters
Student Withdrawal/Record Transfer Form
Tax Correspondence
Tax Rate Calculation Worksheets & Notices
Tax Refund Applications
Tax Rolls and amendments
Tax Statement
Teacher Performance Appraisal Records
Teacher Performance Appraisal Growth Plans
Teacher Certificate Registers
Teacher Grade Books
Telephone Logs and Activity Records
Test and Academic Measurement Reports
Textbook Records
Transfer Records
Transportation Reports to TEA
UIL Records
Unemployment Compensation Claim File
Visitor Logs
Warehouse Reports/Transactions
W-2’s
W-4's
Work Place Chemical List
Workers’ Compensation Claim Files
Records Management\Records Retention Listing
5 Years
2 Years
5 Years
3 Years
5 Years
5 Years
5 Years
AV
5 Years
5 years
Permanent
1 Year
Withdrawal or Graduation
2 Years
3 Years
AV
2 Years
5 Years
3 Years
Permanent
Until FYE Audit is completed
Permanent
4 Years
Permanent
AV
2 Years
5 Years after withdrawal
2 Years
7 Years
5 Years
2 Years
5 Years
2 Years
3 Years
4 Years after Separation
4 Years after Separation
30 Years
5 Years
Updated: May 2013
4