4138 P2 PROCEDURE RECORDS RETENTION District records shall be maintained in accordance with Michigan law (MCL 399.5 & 750.491) requiring all public records be listed on an approved Retention Disposal Schedule. The most current Records Retention and Disposal Schedule for Michigan Public Schools dated September 5, 2006 meets this requirement. This Schedule can be located at www.michigan.gov/recordsmanagement. The Office of Record for each Section Number, Series Title and Description of the Schedule are listed below. STATE RECORDS RETENTION OFFICE OF RECORD STATE RECORDS RETENTION MANUAL SECTION SERIES TITLE AND DESCRIPTION OFFICE OF RECORD 100 Subject Files (not specifically categorized below) All Schools/Depts & Staff* General Correspondence (not specifically categorized All Schools/Depts & Staff* 101 below) Transitory Correspondence (not specifically categorized All Schools/Depts & Staff* 102 below) 103 Meeting Records All Schools/Depts & Staff* 104 Planners/Calendars All Schools/Depts & Staff* 105 Freedom of Information Act (FOIA) Requests Human Resources 106 Budget Planning All Schools/Depts & Staff* 107 Grants All Schools/Depts & Staff* 108 Publications All Schools/Depts & Staff* 109 Policies, Procedures, Bylaws and Directives All Schools/Depts & Staff* 200 Board of Education Meeting Records--Open Sessions Superintendent 201 Board of Education Meeting Records--Closed Sessions Superintendent 202 Notices of a Public Meeting Superintendent 203 Board Member Files Superintendent 204 Board Candidates Superintendent 205 Millage Files Business Services 206 Election Results Superintendent 207 Election Returns Superintendent 208 Election Ballots Superintendent 209 Election Notices Superintendent 210 Property Transfers Oakland Intermediate School District 211 Maps School/Comm Relations 212 Reorganization, Consolidation or Annexation Superintendent Page 1 of 7
213 Annual Reports School/Comm Relations 214 Security Access Forms Facilities Management 215 Speeches Superintendent 216 Superintendent's Building Reference Files Superintendent 217 Graphic Design School/Comm Relations 218 Memorabilia All Schools/Depts & Staff 300 Insurance Policies - Property, Fleet, E&O, Liability Business Services 300 Insurance Policies - Workers' Compensation Human Resources 301 Insurance Claims Business Services 302A Accident Reports/Claims--Adults Business Services 302B Accident Reports/Claims--Minors Business Services 303 Bids and Quotes Purchasing 304 Contracts All Schools/Depts & Staff 305 Litigation Human Resources 306 Tax Levy Certification and Reconciliation Business Services 307 Real Property Records Business Services 308 Budget Business Services 309 Accounting Transaction Detail Business Services 310 Chart of Accounts Business Services 311 Receivables Business Services 312 Receipts Business Services 313 Gate Receipts HS Ticket Coordinator 314 Journal Entries Business Services 315 Budget Summaries and Balance Sheets Business Services 316 Payment Records Business Services 317 Telephone/Communication Bills Information Technology 317 Cell Phone Bills - 80 Users Business Services 317 Cell Phone Bills - Safe Schools and 3 Police Liaisons Student Services 317 Pager Bills Facilities Management 318 Bank Activity Business Services 319 State Cost/Expenditure Reports Business Services 320A Act 18 Funds - Estimates Business Services 320B Act 18 Funds - Final Report Business Services 321 Medicaid (fee for service) Business Services 322 Investments Business Services 323 Municipal Finance and Borrowings Business Service 324 Final Affidavit of Payment Business Services 325 Bond Cremation Certificates Business Services 326 Supply Inventories All Schools/Depts & Staff 327 Fixed Asset Inventory Data Business Services 328 Fixed Asset Annual Report Business Services 329 Audits--Support Documents Business Services Page 2 of 7
330 Audits--Final Report Business Services 331 Indirect Costs Business Services 400A Personnel Files Human Resources Personnel Files--Employees Cited for Unprofessional Conduct 400B Human Resources Human Resources/ 401 Employee Database Business Department 402 Employment Verification Forms Business Services 403 Background Files Human Resources 404 Medical Files Human Resources 405 COBRA Plans Human Resources 406 Substitute Teachers Human Resources 407 Teacher Professional Development Human Resources 408 Employee Training All Schools/Depts & Staff 409 I-9 Files Human Resources 410 Grievances Human Resources 411 Employee Injury Records--Exposure Human Resources 412 Employee Injury Records--Non-exposure Human Resources 413 Employee Injury Records--OSHA 300 Log Human Resources 414 Job Descriptions Human Resources 415 Position Re-classifications Human Resources 416 Job Applications Human Resources Human Resources/ Individual Buildings 417 Emergency Contracts 418 Workers Disability Compensation Files Human Resources 419 Workers Disability Compensation Reports Human Resources 420 Labor Agreements and Negotiations Human Resources 421 Seniority Lists Human Resources 500 Employee Files Human Resources 501 Salary and Benefit Schedules Business Services 502 Payroll Registers Business Services 503 Payroll Reports Business Services 504 Retirement Reports Business Services 505 Time and Attendance Human Resources 506 Federal/State Tax Deductions Business Services 507 W-2 Forms Business Services 508 Michigan Employment Security Commission Human Resources 509 Unemployment Claims Human Resources 600 Membership Reports Student Services 601 Planned and Actual Days and Clock Hours Reports Student Services 602 Student Count Support Documents Student Services 603 Internal Audits Not Applicable 604 External Audits Local School District Copy Student Services Page 3 of 7
605 Pupil Audits ISD Copy Student Services 606 Unique Identification Codes Student Services 700 Standardized Testing Data Curriculum & Assessment 701 District Assessments Curriculum & Assessment 702 Curriculum Development Curriculum 703 School Improvement Plan Assessment 800 Technology Inventory Information Technology 801 Software License Agreements Information Technology 802 Internet Access Policies/Agreement Human Resources 803 Technology Service Requests Information Technology 804 Technology Network Maps/Documents Information Technology 805 Internet Site Content Information Technology - Maintains Electronic 806 Communications - Pagers & 2-Way Radios Facilities Mgmt. 806 Communications - Cell Phones Business Services 807 Technology Training All Schools/Depts & Staff 808 Universal Service Fund (USF) Business Services 900 Incident Files Student Services 901 Complaint Number Log Not Applicable 902 Daily Activity Log Not Applicable 903 Security Videos Buildings with Cameras FHS,HHS,MAI,NFHS,WMS 904 Visitor Logs All Schools/Depts & Staff 905 Emergency Plan Student Services 906 Emergency Drills All Schools/Depts & Staff 907 Homeland Security Plans Student Services 1000 Building Plans Facilities Mgmt. 1001 Construction Close-out Files Facilities Mgmt. 1002 Shop Drawings Facilities Mgmt. 1003 Work Orders--Warranty Facilities Mgmt. 1004 Work Orders--No Warranty Facilities Mgmt. 1005 Asbestos Removal Plans Facilities Mgmt. 1006 Pollution Prevention Plans Facilities Mgmt. 1007 Key Authorization (Interior Keys) Buildings 1007 Key Authorization (For FOBS and Exterior Keys) Facilities Mgmt. 1008 Licenses and Permits Facilities Mgmt. 1009 Inspection Certificates Facilities Mgmt. 1010 Hazardous Material Safety Data Sheets Facilities Mgmt. 1011 Warehouse Inventory Business Services 1100 Meal Production Records Nutrition Services 1101 Monthly Reports Nutrition Services 1102 Daily Participation Record/Edit Nutrition Services 1103 Monthly Claim Nutrition Services Page 4 of 7
1104 Local Education Agency Review System (LEARS) Nutrition Services 1105 Student Meal/Family Applications Nutrition Services 1106 Verification of Meal Application and Summary Nutrition Services 1107 Inventory Nutrition Services 1108 Health Department Inspections Nutrition Services 1109 Commodity Consortium Nutrition Services 1110 Commodity Consortium Order Summaries Nutrition Services 1111 Commodity Fair Share/Bonus Surplus Order Nutrition Services 1112 Debit Accounts Nutrition Services 1113 After School Snack Program Reports Nutrition Services 1114 After School Snack Program On Site Reviews Nutrition Services 1115 Summer Food Service Program Claims (SM-4012-SF) Nutrition Services 1116 Summer Food Service Program Application/Renewal (SM-4012-A/R) Nutrition Services 1117 Year End Reports Business Services 1118 Building On-site Reviews/Inspections Nutrition Services 1119 Coordinated Review Effort Report (CRE) Nutrition Services 1120 Nutrition Analysis/School Meals Initiative Review Report Nutrition Services 1121 Miscellaneous Revenue Nutrition Services 1122 Civil Rights Compliance Nutrition Services 1200 Vehicle Files Business Services 1201 Student Trips Transportation 1202 Student Transportation Conduct Report Transportation 1203 Driver Inspection Report Transportation 1204 Bus Stop Review Transportation 1205 Running Red Light Report Transportation 1206 Incident Reports Transportation 1207 Vehicle Crash Files Transportation 1208 Dangerous Railroad Crossing Reports Transportation 1209 Fuel Log Transportation 1300 Finished Recording Products Career & Technology 1301 Raw Footage Career & Technology 1302 Production Schedules Career & Technology 1303 Program Schedules Career & Technology 1304 Recording Inventory Career & Technology 1400A Student Files--Academic Records (CA-60) Schools 1400B Student Files--Other Records Schools 1401 Vision and Hearing Screening Tests Schools 1402 Daily Medication Orders Schools 1403 Personal Protection Orders Schools 1404 Proof of Residency Student Svcs & Schools 1405 Student Testing Data Schools 1406 Student Work Permits Schools Page 5 of 7
1407 Student Information System Student Services 1408 Disclosure Records Business Services 1409 Amendment/Destruction Records Special Ed Department 1410 Student Census Schools 1500 Accreditation--Work Papers Schools 1501 Accreditation--Certificate Schools 1502 Gradebooks Schools 1503 Daily Lesson Plans/Objectives Schools 1504 School Nursing Records Schools 1505 Summary Testing Data Schools 1506 Locker Log Schools 1507 Student Trips Schools 1508 Facilities Scheduling Community Education 1509 Pool Log Schools 1510 Student Handbooks Schools 1511 Student Directories Schools 1512 Curriculum Guides Curriculum 1513 Teacher Handbooks Schools 1514 Teacher Directory Schools 1515 Yearbook Schools 1516 Graduation Program Schools 1517 Drivers Education Not Applicable 1518 Special Event Files Schools 1600 Student Counseling Files Schools 1601 Child Support Teams Schools 1602 Accommodation Equity/Bilingual Dept 1603 Educational Development Plans Schools 1700 Special Education Student Files Special Education 1701 Individual Education Plans (IEP) Special Education 1702 Pupil Accounting Student Services 1800 At-Risk Student Files Spec Ed/Head Start-Spec Ed keeps student records who are also eligible for Headstart, but Headstart keeps any Non-SE student records 1801 Michigan School Readiness Program Student Files Head Start Department 1802 Early On Special Education 1900 Library Catalog/Circulation Schools 2000 Coach Directory Athletics 2001 Coaches Handbook Athletics 2002 Student Athlete Files Schools 2003 Student Eligibility Reports Schools Page 6 of 7
2004 Officials Contracts Athletics 2005 Season History Athletics 2006 Athletic Memorabilia Schools 2100 Curriculum Development Curriculum/School Imp & Achievement 2101 Attendance Records Curriculum 2102 Course Files Curriculum 2103 Course Catalog Curriculum 2104 Class Lists and Evaluations Curriculum 2200 Community Recreation Community Education 2201 Rosters Athletics Athletics 2201 Rosters - Community Education Community Education 2202 Certificated Classes Not Applicable 2203 Child Care (Alameda has theirs & FCS has theirs) Community Education 2204 Child Care Billing (Alameda has theirs & FCS has theirs) Community Education The Director, Supervisor or staff of the Office of Record is responsible for assuring that records are retained in accordance with the Schedule for at least the minimum time noted in the Schedule. The Executive Director for Operational Services will serve as a resource to Offices of Record in complying with the procedure. * It is noted that the majority of District records will be maintained by school/department administrators and secretary/clerical staff pursuant to Procedure #4138.1. This procedure lists records required to be maintained along with their duration and the responsible office/department pursuant to the Records Retention and Disposal Schedule. Records not specifically set forth such as subject files, general correspondence, and records created or received by district staff must be retained while the subject/topic is active plus two years. These records may include records or files such as, but not limited to, program and project planning, school improvement committee work, event planning, student activities, minutes, meetings with parents, correspondence with the community, students or parents that the principal and/or department supervisor are not a party to. These types of records may be hard copy or in email. In both cases, these records must be maintained while the topic is active plus two years. Reference: Michigan law (MCL 399.5 & 750.491) and Records Retention and Disposal Schedule for Michigan Public Schools, Education Bulletin 522 Revised September 5, 2006, Michigan Department of History, Arts and Libraries. This Schedule is available and can be located at www.michigan.gov/recordsmanagement. Administrative Procedure #4138.1 for Policy #4138 10/3/07 Reviewed and Revised 03/17/09 Revised 11/1/16 Page 7 of 7