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Retention Schedules

August 2006   

County Clerk - Education Retention Schedule

See also the General Records Retention Schedule.

Using this Records Retention Schedule

Everyday local government offices throughout Missouri produce records that document the rights of citizens, the actions of the government that serves them and the history of the community in which they live. It is the responsibility of local government to effectively maintain and manage these records and to ensure the continued preservation of those records of essential evidence that have enduring and permanent value.
The introduction to this retention schedule provides local government officials with basic information on records and the application of retention schedules.

What is a Record?
A " record " is defined as any "document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business" (109.210(5) RSMo). This definition includes those records created, used and maintained in electronic form.

Non-Records
Even though records include a broad spectrum of recorded information, not all recorded information is a record. According to Section 109.210(5) RSMo, the following are not records: "...Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included within the definition of records..."

Other examples of non-records include the following materials:

Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Avoid filing non-record material with records.

The Value of Local Government Records
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage conditions and the feasibility of preservation microfilming. Examples of permanent records include year-end reports; minutes; property records such as deeds; and birth, death and marriage records.

Most records do not have values that warrant their permanent preservation. Those records with short-term value should, upon reaching end of the retention period, be destroyed.

Statutory Authority for Establishing Records Retention Requirements
In 1965, the Missouri General Assembly established a State Records Commission to approve retentions for records produced by state agencies. In 1972, Missouri's Business and Public Records Law (Chapter 109) was expanded to include local government. Thus, the Missouri Local Records Board was established to set retention times for local government records. The 16-member board, chaired by the Secretary of State, consists of local government officials from all classes of counties and cities, elementary and secondary education, higher education and a person active in historical society groups.

Supplemental to the Local Records Board, the Records Management and Archives Service of the Secretary of State's office provides assistance to local governments and implements board policy.

Application of the Records Retention Schedule
This schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. Retention periods are based upon federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept. Using the schedule as a guide and without seeking further approval from the Local Records Board, any local government may regularly dispose of any of its records that appear on this schedule. The schedule is subject to the following exceptions and limitations:

  1. Local government offices may retain any of their records beyond the retention periods set by the schedule, as they deem necessary. The schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment and may expose the office to costly litigation and discovery requirements.
  2. This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.
  3. This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the schedule.
  4. This schedule does not authorize destruction of records that could be deemed relevant to current or pending litigation.

Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules. All schedules are available on the Secretary of State's website at http://www.sos.mo.gov/archives/localrecs/schedules.

Destruction of Records
The records classification and retention periods in this manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention period listed in this manual. In cases where there is no schedule for a particular record series, the Local Records Board must grant permission for the destruction.

The disposition of records should be recorded in a document such as the minutes of the city council or other legally constituted authority that has permanent record status. The record should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.

The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however, record series with a disposition of Destroy securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.

Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for its permanent records-in this case, some of the records that it generates and receives. The records that have been identified as permanent require special handling and storage if they are to be preserved. The continuous interaction between a record's medium-paper, magnetic tape, film, etc. -and the quality of the environment in which it is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration.

By microfilming older, deteriorating, but permanently valuable records, local governments can generate durable copies for research and prevent further damage or deterioration of the original. When filmed, processed, and maintained to archival specifications, the master negative will ensure that permanently valuable records are preserved for generations to come.

The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation microfilming.

A Note about Electronic Records
Permanent records that exist solely in electronic form (CDs, magnetic tape, floppy disks, hard drives, etc.) are in danger of becoming inaccessible. Media decay, hardware and software obsolescence are real threats to the continued preservation and accessibility of essential records. Periodic migration and transfer to a stable preservation media such as microfilm must be implemented if local government is to fulfil its statutory responsibility for maintaining permanent records.

Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules often need modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important record series not addressed here which need to be added. The Local Records Program welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions.

For further information on any records management or preservation issue, please contact:

Missouri Secretary of State
Local Records Preservation Program
PO Box 1747, Jefferson City, MO 65101-1747
Telephone: (573) 751-9047
Fax: (573) 526-3867

County Clerk - Education Retention Schedule

See also the General Records Retention Schedule.

004.EDU 001

Annual Report of County Superintendent to the State Board of Education

Also Called:

Annual Report of County Superintendent to the State Superintendent of Public Schools

Function:

Aggregate information about all rural and high schools in the county for state statistical purposes.

Content:

Information includes: the school year; pupil data broken down into rural, elementary, and high schools; total enrollments for all divisions; transportation statistics; graduate statistics; district data for term and teachers; teacher education and experience; number of buildings; financial data; date; and county superintendent signature.

Minimum Retention:

Permanent

Disposition:

Archive. Microfilm for preservation.

Note:

Excellent summary of county school data for each year.

Approval Date:

August 24, 2006

 

 

004.EDU 002

Application and School Funds Loaned Records

Also Called:

Application For School Funds Loaned; Register of School Funds Loaned; Sale of School Lands Register; School Fund Bond; School Fund Mortgage

Function:

Record of the county clerk tracking the sale of designated county lands for the benefit of school funds, and funds loaned for that purpose.

Content:

May include: school year; legal description of the land; school district name; name of buyer; school board minutes; county court minutes; county court orders; land owner lists with legal descriptions; appointments of school inspectors; school district divisions and consolidation records; record of bonds/loans kept by the county clerk, including loan amount, repayment schedule, interest rate, penalties, default, and legal description of lands purchased.

Minimum Retention:

Retain Register of School Funds Loaned and Sale of School Land Register permanently if not available in Recorder's office; all other records are approved for immediate destruction.

Disposition:

Permanent records: Archive. Other records: Destroy.

Note:

School funds loaned records are also usually referred to in the County Court Commission Records.

Approval Date:

August 24, 2006

 

 

004.EDU 003

Contracts, School District Operations

Also Called:

Transportation Contract

Function:

Contract between school districts to guarantee transportation of students between school districts.

Content:

May include: date; district name and number; number of students to be transported; commencement date; fee per pupil; certification signatures; student name; tuition; and fee totals.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 004

Contracts, Teachers and Personnel

Also Called:

Teacher's Contract

Function:

Contract between school district and teacher detailing responsibilities, requirements, and term length.

Content:

Information includes: date; teacher's name; district name; county; agreement of teacher to work for a specified salary and term; salary schedule; and certification signatures.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 005

Enumeration Records

Also Called:

Form CD/62, Form 5, and Form R-1, FCC/7; School Enumeration Record and Apportionments; Public School Enumeration Report of the County Clerk to the State Commissioner of Education; Annual School Enumeration Record; Enumeration List

Function:

Report of the district clerk or school board president to county clerk and county superintendent to be forwarded to the state superintendent of schools providing an aggregate total of students in the district.  Used for division and distribution of local school tax monies.

Content:

May include: district name; number; county; total of pupils in each township/county covered by district; enumeration of students based on specific criteria; date; parent/guardian name and address; student name, sex, race, date of birth, age when enumeration taken; certification signatures.

Minimum Retention:

Permanent

Disposition:

Archive. Microfilm for preservation.

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 006

Estimates, Application, and Apportionment Records by County Superintendent, Board of Education, and County Clerk

Also Called:

Additional information related to the Application for State School Money; Application for State School Money, High Schools; Application for State School Money, Three Director Boards; Application for State School Money, Pupil and Personnel Data; Application for State School Money; Estimate of Money needed for Maintaining Public Schools; Apportionment of Public School Funds; County Clerk's Report of Applications for Equalization Quota or Teacher and Attendance Quota; Revised Department of Education Fund Apportionment Book; Rural Schools Application for State School Money; Supplementary to the County Clerk's Report of Applications for State School Money for High School or Rural Districts; Worksheets for Estimates; Application for General Assistance for Education of Children from Low Income Families; Application for Sate Aid to Orphans

Function:

Statistical information derived by school district and county-wide data used for the application, estimates, and distribution of state school money.  Includes reorganization and annexation information regarding school districts.

Content:

May include: district name, number and address; certification signatures; resident/non-resident pupil enumeration and attendance data; assessed valuation; fund revenue; total aid received by the school; tax levy information; teacher employment data (number employed, attendance, number of certified teachers, pupil teacher ratio, teacher race information); annexation and consolidation information including election results; reorganization data including date of election; school building information; number of school rooms provided; transportation data; equalization quotas; tax rate information (tax levy election data, disbursements and receipts); estimate and purpose of operating funds needed; specified apportionment and corrections to payments.

Minimum Retention:

Review for historical value. Retain permanently school census data not available elsewhere. Other records are approved for immediate destruction.

Disposition:

Permanent records: Archive. Other records: Destroy.

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 007

Examination, Certification, and Training Records for District Personnel

Also Called:

Certificate of Grades; Elementary Teacher Printout; Missouri Teacher Certificate Application; Report of Teacher's Examination Results; Report of Teachers' Summer School Grades; School Bus Driver's Physical Examination Certificate; State of Missouri Public School Certificates; Teacher Examination; Report of Names and Serial Numbers of Applicants; Teacher Directory; Teacher Examination List/Record; Teacher Training Report; Missouri Uniform Examination Results; Teacher's Health Certificate

Function:

Documentation of certification, qualification, and continuing education of district employees. Used by administration to evaluate credentials of applicants.

Content:

May include: district number; employee/examinee name, address, sex, race, age, height, weight, physical condition, nationality, annual salary, institution attended, college credit semester hours, subject lists, grades, highest degree held, type of certificate held (superintendent, principal, high school, elementary, state school, county), certificates applied for, work experience, years of experience; employment and reference information including association membership; examination results including test date, teaching ability, management, and subject aptitudes; certification date and status.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy securely

Note:

Records of  personnel employed at the time of consolidation would be included in the school district records.

Approval Date:

August 24, 2006

 

 

004.EDU 008

Public School Retirement Records

Also Called:

Annual Report of Contributions For School Year, Form PSR6AR; Employee Report for School Year, Year End Totals, Form 6M and 6R; Membership Record for Public School Retirement System, Form 1; Payroll and Contribution Report Form 5Q and 5S; Public School Retirement System of Missouri, Form PSR5; Transmittal of Contributions

Function:

Reports to county superintendent, board of trustees, and public school retirement system executive secretary listing school district employees for each year. Used to track employee status and qualifications for retirement.

Content:

May include: school district name; number; membership number; employee name; annual salary; number of monthly payments; salary changes; total months of service rendered; last employment in Missouri (by district, county, and year); certification; employee signature; termination date; absences; sick leave; name changes; and remittance data.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy securely

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 009

Reports Generated By School, County Clerk, County Treasurer or County Superintendent

Also Called:

Annual Report of County Clerk to State Board of Education (non-current); Annual Report of Superintendent of Schools for Districts Having High Schools; Annual Report of Trustees to the County Commissioners; Annual Secretary of the Board Report; Annual Transportation Report; Application for Classification and Annual Report to the State Board of Education; Preliminary Classification Report; Preliminary Report of Rural Schools; Preliminary Report of Approved Apportionments for Rural Districts with Low Average Attendance; Record of Enumeration, Valuation, Levy and Apportionment of District School Funds [no student names]; Reorganized Districts Annual Transportation Report; Report (Annual) of District Clerk to County Superintendent; Report of Approval for Transportation of Resident Pupils by Common School Districts; Report of the District Clerk to County Superintendent and State Board of Education, Common District; Report of the District Clerk to County Superintendent, Common School Districts; District Clerk Report of Budgets and Financial Data; Report of the District Clerk to the County Clerk; Report of the Secretary of Board to County and State Superintendent for High School Districts; Report of the Secretary of Board to County Superintendent and State Board of Education; Report of Township Clerk to the County Clerk; Rural School Districts Teachers' Monthly Report to District Clerk; Rural School Report of District Clerk to County Superintendent; Statement of the County Treasurer Report to the District Clerk; Summary of County Superintendent's Annual Report to State Board of Education; Superintendent's Term Report to Secretary of Board of Education and County Superintendent; Supplement to Annual Transportation Report; Three Director or Common School District; Annual Report of County Superintendent on Budget and Financial Data; County Superintendent Report to State Superintendent of Public Schools; First and Second Semester Examination Report of Pupils in Classes; High School District Superintendent Term Report to Secretary of School Board and County Superintendent; School District Annual Reports; Report of Non-Resident Pupils (Form FC/02); Report of Non-Resident Pupils Transported (Form CD-67a); Report of Supervisor - Elementary Schools (Form C-12); Term Report of Enrollment, Transportation, Attendance, and Personnel Data (Form D-41); Title I Evaluation Report; Title II Project Reports and Evaluation Data

Function:

Duplicate reports to various state and local officials, generated for the distribution of state funds and containing aggregate information about rural and high schools to be used for state statistical purposes.

Content:

May include: statistical information about rural and high school districts; total number of districts; district numbers; dates of operation; tax levy information including valuation and distribution from personal, real estate, merchant and utility taxes; financial data including disbursements and receipts; enumeration data including number of students per grade; aggregate totals of students for grade school, high school, and graduates; student sex and race; number of deaf, dumb and blind students; resident and non-resident data; enrollment data; transportation reports including statistics for riders, driver certifications license number, costs, state aid, and route mileage; teacher data including number of certified teachers, education and experience, salary, name, and address; school building and grounds including building inventory, improvements, supplies, and equipment; textbook fund data; library data including number of volumes held and financial information regarding the purchase of library materials; tax information including valuation, disbursements, projections, and actual receipts; financial statements showing long and short term debts; student health, safety, and sanitation data; curriculum and classification agreements; syllabus of classes, textbooks used, pages covered, daily program including time spent on subject; tax collections by fund and disbursements; eighth grade graduate statistics; school employee totals; signatures by official of origin.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy

Note:

These reports are statistical only and do not include student names or grades.  When reviewing reports, make sure enumeration report does not include personal student information, which is a permanent record in the Enumeration series.

Approval Date:

August 24, 2006

 

 

004.EDU 010

Rosters (Student Enrollment, Graduates, Personnel, School Board Members)

Also Called:

Roster; Teachers Roster; Teachers Directory; Employees for School Year (Form 6R)

Function:

List of names of students, graduates, personnel, or school board members.

Content:

List, dated by school term, of names of students, personnel, or school board members. May include address and/or telephone number.

Minimum Retention:

Permanent

Disposition:

Archive

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 011

School District Information Records

Also Called:

Ash System of Records for County Superintendent and Teachers; Attendance and Scholarship Record; Board of Education and Institute Minutes; County School Board Minutes; Daily and Classification School Register; Daily Register, Red Line Series; District Boundaries; District Clerk Record Book; District Plats; District Record for the Use of Directors; Grade Book; Harvey’s District School Register; Hobart’s District Clerk’s Record; Laurel Register of Attendance, Scholarship, and Classification; Missouri County School Census Card; Missouri District Clerk’s Record; Missouri School Register; Model District Clerk’s Record; Model District Clerk's Record for Missouri; Model Rural School Register; Model School Register; Model School Register and Grade Book; Record of Grades; Record of Grades and Attendance; Records of School District; School Trustee Report; Standard Elementary School Register; Standard School District Record; Standard School Register; Teacher’s Daily Register, Red Line Series; Teacher’s Register; Teacher’s Reports to County Superintendent; Visiting Record, School Superintendent; Welch System Missouri District Clerk’s Record; Welch System of Attendance; Welch System of Close Supervision; Welch’s System for Attendance, Classification, Graduation, and Close Supervision; White’s New Common School Register; White’s New School Register; Annual School Meeting Report

Function:

Bound volumes detailing the status of the school district through daily, monthly, quarterly, and year-end reports prepared by the teacher(s) and district clerk over the course of the school year.  Reports concern students, building structure, financial information, and board activities.

Content:

May include: board member names; meeting date; business; institute dates; permanent student record of grades and attendance; student name, date of birth, test scores, final grades, deportment and promotion; text books supplied and read; teacher contracts and certifications; school district inventories of property and supplies; budget; warrant stubs; tax information including valuation; district plat; enumerations; school term dates; number of students enrolled; register of visitors.

Minimum Retention:

Permanent

Disposition:

Archive

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 012

School Fund Accounts

Also Called:

County Clerk in Account with School Funds; County Superintendent Record of Teacher's Examination Funds; School Fund Report; School Ledger; Treasurer in Account with School Funds

Function:

Ledgers kept by the county clerk and county treasurer detailing transaction of school

Content:

May include: school district name and number; valuation; total rate; tax rate; receipt information, including date and from whom collected; charges against treasurer; voucher/warrant number; amounts allocated and fund designation (teacher, incidental, building, sinking, interest, and free text book funds).

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy Securely

Note:

School funds loaned records are also usually referred to in the County Court Commission Records.

Approval Date:

August 24, 2006

 

 

004.EDU 013

Student Transcripts, Grades and Records

Also Called:

Certificate of Age or Employment of Minors, 16 and Over; Certificate of High School Credit; County Report of Total Number of Pupils' State Reading Circle Certificates Issued; County Superintendent Certification of Registration Record; County Superintendent Certificates, Registration Record, Renewal Information Sheets; Daily Attendance Record; Family Census Record; Henmon-Nelson Test of Mental Ability; High School Tuition Report; Missouri Department of Health Examination Record of School Children; Orleans Prognosis Tests; Permanent Record Card; Pupil Data Card; Pupil Data Card Cumulative; Pupil Data, Final High School Record; Pupil Data Summary For Daily Attendance, Term Attendance and Promotional Record; Report of Pupil Assignment; Special Census of Handicapped Children; Stanford Achievement Test, Class Record and Class Analysis Chart; State Approved Cumulative Record; Student Test Records; Summary Report of Immunization of School Children and Names

Function:

Record of student grades, health, and attendance.

Content:

May include: student name, date of birth, place of birth; parent/guardian name, occupation, nationality, address, race; school; town; state; certification signature; date; attendance; entry/transfer dates; tardy report; absence reasons; education, including graduation history, length of recitation and laboratory periods, grades, number of class periods, subject list, reading certificate information, test scores for IQ and Math Achievement, and class rank; tuition information for nonresident students; physician, immunization and dental records; extra-curricular activities list; explanation of mental or physical handicap; certified code.

Minimum Retention:

Retain permanently records recording student grades; retain all others 1 year.

Disposition:

Permanent records: Archive.  Other records: Destroy.

Note:

Records recording student grades are governed by a 72 year closure.

Approval Date:

August 24, 2006

 

 

004.EDU 014

Teacher's Term Reports

Also Called:

Teachers Yearly Report of a Class to County Superintendent; Teacher's Preliminary Report to County Superintendent of Schools; Teacher's Quarterly Report to County Superintendent; Teacher's Term Report; Teacher's First Week Report to County Superintendent; Supplement to Teacher's Quarterly Report to County Superintendent; Rural/Common School Districts Teachers Term Report to County Superintendent and District Clerk

Function:

Reports provide detailed student information for evaluation and promotion purposes.

Content:

May include: school district name and number; county; teacher name and address; school board members' names; enumeration; enrollment; attendance and graduate totals; teacher certification; number of teachers employed; teacher salary schedule; teacher education, college hours, college credit, degrees held, work history, certification dates, retirement information; school term dates; transportation reports; pupil data including name, parent/guardian name, address, sex, date of birth, age, class grade, date of enrollment, attendance, subject grades, promotion and deportment remarks; list of pupils who have left the school district; lesson plans; daily program of recitations; supplementary student work; number of school buildings; value of books and school property.

Minimum Retention:

Permanent

Disposition:

Archive

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 015

Textbook and Supply Records

Also Called:

Free Textbook Certificate; General Information Sheet

Function:

Records requesting or validating requests for supplies, school improvements, and textbooks.

Content:

May include: certificate of entitlement of a district's allotment of the County Foreign Insurance tax to provide free textbooks for grades 1-4, including school district name, county name, board meeting date, certificate date, names of board members, district clerk, county clerk, and superintendent; report of teacher surveying school and conditions, including meeting attendance numbers, enrollment and attendance estimates, textbook information, library conditions, reference book titles, condition of water and heating system, and school house; recommendations for textbooks and supplies to be purchased.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy

Note:

 

Approval Date:

August 24, 2006

 

 

004.EDU 016

Transportation Records, Inspections

Also Called:

School Bus Inspection Sheet

Function:

Safety inspection record of district bus fleet.

Content:

May include: license number; school; town; superintendent's name; county; driver's name, address, chauffeurs license number, age, driving experience; length of route; bus make and model; bus condition; remarks; inspecting officer's name and date.

Minimum Retention:

Approved for immediate destruction

Disposition:

Destroy

Note:

 

Approval Date:

August 24, 2006