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Records Retention and Disposition Schedule - May 1997 Revision

Note: This procedural directive was reviewed and revised in October 2011. We provide this revision for historic purposes only. Please refer to the current procedural directive.

This schedule describes the most commonly used retention periods. This directive applies only to school records. Retention periods for school security, legal records, business and financial, personnel, library, and transportation records are not covered. Access to confidential documents and/or confidential files will be only by court order, unless provided by statute. Release of confidential documents to law enforcement and other governmental agencies will only be upon specific statutory authorization or court order.

Middle schools are required to include accident reports, cumulative health records, daily attendance, disciplinary records, free lunch authorization, parent permission to participate in extramural activities, cumulative record folder, student data transmittal form, student permanent record card, and the teacher class record book.

Record Schedule

Textbook Inventory Listing

Description:

  • Listing prepared annually by each school which reports current inventory of schools instructional materials supplied by the state

Retention Period:

  • Until superseded by new listing

Textbook Adoption List, Copies

Description:

  • Listing of all textbooks adopted by State Board of Education

Retention Period:

  • Until superseded by new listing

Student Cumulative Education Record File

Description:

  • Transcripts, shows date of birth, date of entrance, courses taken, grades received, and degrees granted

Retention Period:

  • 90 years after graduation

Description:

  • Student health records, immunization

Retention Period:

  • 10 years from date of student's last attendance

Description:

  • Federal program records

Retention Period:

  • 5 years after final expenditure report

Description:

  • Other student records, including registration record, screening evaluation, counselor notes, correspondence, program participation

Retention Period:

  • 2 years after last attendance

Special Education Records

Description:

  • Special Ed. confidential records must contain all IEP’s as long as student is in school, plus 5 years

Retention Period:

  • After completion of special services but not sooner than 5 years after completion of activities funded

 

Other Records

Description:

  • Student disciplinary records

Retention Period:

  • 5 years after last entry, or 2 years after last attendance

Description:

  • Guidance folder

Retention Period:

  • 5 years after last entry, or 2 years after last attendance

Description:

  • Scholarship program records

Retention Period:

  • 1 year after award

Description:

  • Employment certificate record

Retention Period:

  • Until student attains age 21

Description:

  • Honor Society student records

Retention Period:

  • 1 year after end of school year

Description:

  • School census records

Retention Period:

  • 1 year after end of school year

Description:

  • Student’s attendance record

Retention Period:

  • 1 year after end of school year

Description:

  • Students attendance exemption record

Retention Period:

  • Until student attains age 21

Description:

  • Student’s absence record

Retention Period:

  • 1 year after end of school year

Description:

  • Parent’s consent

Retention Period:

  • 2 years after close of school year or until student attains age 9

Description:

  • Student accident and illness

Retention Period:

  • 1 year after end of school year

Description:

  • Student organization records

Retention Period:

  • 6 years after date created

Description:

  • Student fine receipts

Retention Period:

  • 3 years after close of fiscal year

Description:

  • Parent -public survey P. l. 874

Retention Period:

  • 4 years

Athletic Program Records

Description:

  • Activities and membership

Retention Period:

  • 6 years after date created

Description:

  • Injury records, medical reports

Retention Period:

  • 10 years after date of last entry

Description:

  • Records of coaches for various school sports

Retention Period:

  • Until reference value ends

Curriculum Records

Description:

  • Curriculum catalogue or bulletin

Retention Period:

  • Permanent

Description:

  • Approved curriculum variance application

Retention Period:

  • 10 years after approved

Description:

  • Approved application of occupational ed curr.

Retention Period:

  • 1 year after curriculum discontinued

Description:

  • Denied application for curriculum approval

Retention Period:

  • 1 year after end school year

Other Instruction Records

Description:

  • Teacher’s lesson plan

Retention Period:

  • 2 years after close of school year

Description:

  • Teacher’s class rolls, grade sheets

Retention Period:

  • 1 year after end of term

Description:

  • Examination and test answer papers

Retention Period:

  • 2 years after close of school year

Description:

  • State required district testing records Original to NM Dept. of Ed

Retention Period:

  • 2 years after close of school year

Description:

  • Food Management And Child Nutrition

Retention Period:

  • 5 years after submission of final report, 7 years for Title I purposes

Description:

  • School Administrative File

Retention Period:

  • 5 years after close of school year

Description:

  • Calendar Of Events File

Retention Period:

  • Until obsolete

Description:

  • Committees, Councils Files

Retention Period:

  • 5 years after end of school year

Description:

  • Maintenance Service File

Retention Period:

  • 3 years after date of last entry

Description:

  • Work Orders File

Retention Period:

  • 1 year after work completed, paper 2 years, electronic

Description:

  • Membership Report File

Retention Period:

  • Permanent

Cross Ref.: Board Policy J.21

NSBA/NEPN Classification: EHB

Revised: May 1995
Revised: April 1996
Revised: May 1997

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