Personal tools

Records Retention and Disposition Schedule

This schedule describes the most commonly used retention periods.

  • Access to confidential documents and/or confidential files shall be only by court order, unless provided by federal or state statute or regulation.
  • Release of confidential documents to law enforcement and other governmental agencies shall only be done in compliance with statute or upon court order.
  • All release of student information requests shall be reviewed and approved or denied by the custodian of public records.

Schools shall be required to include accident reports, cumulative health records, daily attendance, disciplinary records, free or reduced priced lunch authorization, parent/legal guardian permission to participate in extracurricular activities, cumulative record folder, student data transmittal form, student permanent record card, and the teacher class record book in student records.

Textbooks
DescriptionRetention Period
Textbook Inventory Listing
Listing prepared annually by each school which reports current inventory of schools instructional materials supplied by the district using state and federal funds
Until superseded by new listing
Textbook Adoption Lists, Copies
Listing of all textbooks approved by the New Mexico Public Education Department for school district adoption
Until superseded by new listing
Student Cumulative Education Record File
DescriptionRetention Period
Transcripts
Record that shows date of birth, date of entrance, courses taken, grades received, and degrees granted
90 years after graduation
Health
Student health records and immunizations
10 years from date of student's last attendance
Federal
Participation in federal program records
5 years after final expenditure report
Other
Other student records, including registration record, screening evaluation, counselor notes, correspondence, program participation
2 years after last attendance
Special Education Records
DescriptionRetention Period
Special Ed. confidential records must contain all IEP’s After completion of special services but not sooner than 5 years after completion of activities funded
Other Student Records
DescriptionRetention Period
Student Discipline
Records that show action taken for disciplinary measures
5 years after last entry, or 2 years after last attendance
Guidance Folder 5 years after last entry, or 2 years after last attendance
Scholarship Program Records 1 year after award
Employment certificate record Until student attains age 21
Honor Society student records 1 year after end of school year
School census records 1 year after end of school year
Student’s attendance record 1 year after end of school year
Students attendance exemption record Until student attains age 21
Student’s absence record 1 year after end of school year
Parent’s consent 2 years after close of school year or until student attains age 9
Student accident and illness 1 year after end of school year
Student organization records 6 years after date created
Student fine receipts 3 years after close of fiscal year
Parent -public survey P. l. 874 4 years
Athletic Program Records
DescriptionRetention Period
Activities and membership 6 years after date created
Injury records, medical reports 10 years after last date of entry
Records of coaches for various school sports Until reference value ends
Curriculum Records
DescriptionRetention Period
Curriculum catalogue or bulletin Permanent
Approved curriculum variance application 10 years after approved
Approved application of occupational education curriculum 1 year after curriculum discontinued
Denied application for curriculum approval 1 year after end school year
Other Instruction Records
DescriptionRetention Period
Teacher’s lesson plan 2 years after close of school year
Teacher’s class rolls, grade sheets 1 year after end of term
Examination and test answer papers 2 years after close of school year
State required district testing records original to New Mexico Public Education Department 2 years after close of school year
Food Management and Child Nutrition 5 years after submission of final report, 7 years for Title I purposes
Other School Records
DescriptionRetention Period
School Administrative File 5 years after close of school year
Calendar of Events File Until obsolete
Committees, Councils Files 5 years after end of school year
Membership Report File Permanent
Other District Records
DescriptionRetention Period
Maintenance Service File 3 years after date of last entry
Work Orders File 1 year after work completed, paper 2 years, electronic
Finance Department official records 2 years for electronic and paper
Principals, Superintendent’s Cabinet, Superintendent, Superintendent’s Office & Board of Education emails 5 years after last date of entry
All other employee emails 1 year after date of last entry

Administrative Position:
Chief Technology Officer/Executive Director of Instruction and Accountability

Department Director:
Executive Director of Information Technology/
Custodian of Public Records/
Director of Student Information Systems

References:
Legal Cross Ref: Family Educational Rights and Privacy Act
Board Policy Cross Ref.: JR – Release of Student Information
JR1 – Student Records

NSBA/NEPN Classification: EHB

  • Revised: May 1995
  • Revised: April 1996
  • Revised: May 1997
  • Reviewed: October 7, 2011
  • Revised: October 21, 2011
  • Reviewed: May 7, 2014
  • Revised: May 8, 2014