RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
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Record Series Title
Retention
Department
A RECORD CONTAINING A RECORD OF THE UNUSED GR1050-54a ACCUMULATED SICK LEAVE OF EACH EMPLOYEE (1) ALL OR A PERCENTAGE OF ACCUMULATED SICK LEAVE IS USED TO CALCULATED LENGTH OF SERVICE OR (2) ACCUMULATED SICK LEAVE IS CREDITABLE…
PERMANENT
PERSONNEL
A RECORD CONTAINING THE FOLLOWING MINIMUM PENSION GR1050-52b AND DEFERRED COMPENSATION INFORMATION ON EACH EMPLOYEE: NAME, DATE OF BIRTH, SOCIAL SECURITY NUMBER, AND AMOUNT OF PENSION AND DEFERRED COMPENSATION DEDUCTIONS.
PERMANENT
PAYROLL
A RECORD CONTAINING THE FOLLOWING PAYROLL INFORMATION ON EACH EMPLOYEE: NAME, LAST KNOWN ADDRESS AND SOCIAL SECURITY NUMBER, AMOUNT OF WAGES PAID TO THE EMPLOYEE FOR EACH PAYROLL PERIOD, INCLUDING ALL DEDUCTIONS...
GR1050-52a
5 YEARS
PAYROLL
ABSENCE FROM DUTY REPORTS
SD3575-01
4 YEARS
PERSONNEL
ACCIDENT REPORTS ON STUDENTS
SD3300-01a
5 YEARS
SCHOOLS
ACCIDENT REPORTS ON STUDENTS
SD3300-01b
2 YEARS AFTER THE STUDENT REACHES THE AGE OF 18
SCHOOLS
ACCOUNTS RECEIVABLE RECORDS DOCUMENTING THE GR1025-27b RECEIPT OF ANY MONIES BY ANY LOCAL GOVERNMENT THAT ARE REMITTABLE TO THE STATE COMPTROLLER OF PUBLIC ACCOUNTS (e.g., COURT COSTS IN CRIMINAL CASES, SALES TAX).
REMITTANCE DUE DATE + 5 YEARS
ACCOUNTING
ACCREDITATION INVESTIGATIVE REPORTS FROM THE TEXAS EDUCATION AGENCY TO THE BOARD OF TRUSTEES OF A SCHOOL DISTRICT
SD3425-01b
PERMANENT
INSTRUCTION
ADMINISTRATIVE - INCOMING/OUTGOING AND INTERNAL CORRESPONDENCE PERTAINING TO THE FORMULATION, PLANNING, IMPLEMENTATION, MODIFICATION, OR REDEFINITION OF THE PROGRAMS...
GR1000-26a
5 YEARS
BUSINESS
ADVERTISEMENTS OR POSTINGS RELATING TO JOB OPENINGS, PROMOTIONS, TRAINING PROGRAMS, OR OVERTIME OPPORTUNITIES, INCLUDING JOB ORDERS SUBMITTED TO EMPLOYMENT AGENCIES.
GR1050-13
2 YEARS
PERSONNEL
AGENDAS...; CERTIFIED AGENDAS OF CLOSED MEETINGS.
GR1000-01b
4 YEARS
SUPERINTENDENT
AGENDAS...; OPEN MEETINGS...; 1). IF THE MINUTES GR1000-01a DESCRIBE EACH MATTER CONSIDERED BY THE GOVERNING BODY AND REFERENCE TO AN AGENDA IS NOT REQUIRED.
2 YEARS
SUPERINTENDENT
ANNUAL BUDGETS (INCLUDING AMENDMENTS).
PERMANENT
BUSINESS
SCHEDTTL.RSL RCI-4
Item #
GR1025-04a
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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Department
SD3500-07e
FE + 5 YEARS
TRANSPORTATION
ANNUAL REPORTS TO THE TEXAS EDUCATION AGENCY ON SD3500-05 THE NUMBER OF PUPILS TRANSPORTED BY SCHOOL BUS OR PRIVATE MEANS (INCLUDING ROUTE MILEAGE), USED BY THE AGENCY TO DETERMINE TRANSPORTATION ALLOTMENTS
3 YEARS
TRANSPORTATION
ANNUAL, BIENNIAL OR OTHER PERIODIC AUDIT OF ANY DEPARTMENT, FUND, ACCOUNT OR ACTIVITY OF A LOCAL GOVERNMENT
GR1025-01a
PERMANENT
BUSINESS
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED GR1025-07b FINANCIAL REPORTS OR STATEMENTS ON THE ACCOUNTS, FUNDS, OR PROJECTS OF A LOCAL GOVERNMENT CREATED EITHER FOR INTERNAL USE...; ANNUAL REPORTS.
PERMANENT
BUSINESS
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED GR1025-07d FINANCIAL REPORTS OR STATEMENTS ON THE ACCOUNTS, FUNDS, OR PROJECTS OF A LOCAL GOVERNMENT CREATED EITHER FOR INTERNAL USE...; CAPITAL IMPROVEMENTS FINANCIAL REPORTS.
PERMANENT
BUSINESS
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED GR1025-07a FINANCIAL REPORTS OR STATEMENTS ON THE ACCOUNTS, FUNDS, OR PROJECTS OF A LOCAL GOVERNMENT CREATED EITHER FOR INTERNAL USE...; MONTHLY, BIMONTHLY, QUARTERLY, SEMI-ANNUAL REPORTS.
FE + 3 YEARS
BUSINESS
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED REPORTS, PERFORMANCE AUDITS, OR PLANNING STUDIES SUBMITTED TO THE GOVERNING...; 1). ANNUAL REPORTS.
GR1000-41a
PERMANENT
ALL STAFF
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED GR1000-41a REPORTS, PERFORMANCE AUDITS, OR PLANNING STUDIES SUBMITTED TO THE GOVERNING...; 2). SPECIAL REPORTS OR STUDIES PREPARED BY ORDER OR REQUEST OF GOVERNING BODY...
PERMANENT
ALL STAFF
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED GR1000-41a REPORTS, PERFORMANCE AUDITS, OR PLANNING STUDIES SUBMITTED TO THE GOVERNING...; 3). SPECIAL REPORTS OR STUDIES PREPARED BY ORDER OR REQUEST OF THE CHIEF ADMINISTRATIVE OFFICER.
5 YEARS
ALL STAFF
ANNUAL, SUB-ANNUAL, OR IRREGULARLY PREPARED REPORTS, PERFORMANCE AUDITS, OR PLANNING STUDIES SUBMITTED TO THE GOVERNING...; 4). MONTHLY, BI-MONTHLY, QUARTERLY OR SEMI-ANNUAL REPORTS.
3 YEARS
ALL STAFF
ANY ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, OR SD3550-01a LEDGERS AND JOURNALS USED TO DOCUMENT THE RECEIPT AND EXPENDITURE OF LOCAL AGENCY FUNDS FROM CLEARING ACCOUNTS THAT IS CUSTODIAL IN NATURE (E.G., STUDENT PICTURE ACCOUNTS)
FE + 3 YEARS
BUSINESS
ANY OATHS OR AFFIRMATIONS REQUIRED OF LOCAL GR1050-23 GOVERNMENT EMPLOYEES OR OFFICERS. INCLUDES THE STATEMENT OF ELECTION OFFICER (SECRETARY OF STATE FORM 2201).
US + 5 YEARS
PERSONNEL
ANNUAL OPERATION COST REPORT TO TEA
SCHEDTTL.RSL RCI-4
GR1000-41a
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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Department
SD3575-02b
AV
PERSONNEL
APPLICATIONS, TRANSCRIPTS, LETTERS OF REFERENCE, GR1050-14 AND SIMILAR DOCUMENTS WHOSE SUBMISSION BY CANDIDATES FOR VACANT POSITIONS (BOTH HIRED AND NOT HIRED) OR FOR PROMOTION, TRANSFER, OR TRAINING OPPORTUNITY...
2 YEARS FROM THE CREATION (OR RECEIPT) OF THE RECORD OR THE PERSONNEL ACTION INVOLVED, WHICHEVER IS LATER
PERSONNEL
APPRAISAL DISTRICT BUDGETS, INCLUDING AMENDMENT.
3 YEARS
TAX OFFICE
APPRAISAL DISTRICTS - FINAL APPRAISAL AND TX2975-06a SUPPLEMENTAL APPRAISAL ROLLS, AS CERTIFIED FOR DISTRIBUTION TO TAXING UNITS, INCLUDING ORDERS OF THE APPRAISAL REVIEW BOARD APPROVING OR ORDERING CORRECTION OF APPRAISAL...
PERMANENT
APPRAISAL DIST
APPRAISAL DISTRICTS...; 2). ANY PRELIMINARY MAPS OR TX2975-20a PLATS USED TO CREATE THE MAPS OF PLATS DESCRIBED IN (1).
AV
APPRAISAL DIST
APPRAISAL RECORD (INCLUDING TEACHER DOCUMENTATION)
SD3575-05a
PERMANENT
PERSONNEL
APPRAISAL ROLLS, SUPPLEMENTAL APPRAISAL ROLLS, ORDERS TO CORRECT APPRAISAL ROLLS AFTER CERTIFICATION, LISTS OF PENDING PROTESTS, LISTS OF LATE-FILED HOMESTEAD EXEMPTIONS, REPORTS OF APPORTIONED VALUE OF TRANSPORTATION…
TX3000-02
3 YEARS
TAX OFFICE
ATTENDANCE OFFICER LOGS/REPORTS OF VISITS TO PARENTS OR GUARDIANS
SD3275-01c
2 YEARS
SCHOOLS
AUTOMATED SOFTWARE APPLICATIONS AND OPERATING SYSTEM FILES INCLUDING JOB CONTROL LANGUAGE, PROGRAM LISTING/SOURCE CODE, ETC.
GR5800-06
UNTIL ELECTRONIC RECORDS ARE TRANSFERRED TO AND MADE USABLE IN A NEW HARDWARE ENVIRONMENT OR THERE ARE NO ELECTRONIC RECORDS BEING RETAINED TO MEET AN APPROVED RETENTION PERIOD THAT REQUIRE THE HARDWARE TO BE RETRIVED AND READ.
BUSINESS
AWARD COMMITTEE REPORTS, SELECTION CRITERIA, NOMINATIONS AND SIMILAR ADMINISTRATIVE RECORDS OF EMPLOYEE AWARD OR INCENTIVE PROGRAMS.
GR1050-09
2 YEARS
PERSONNEL
BANK STATEMENTS (CHECK REGISTERS ONLY).
GR1025-28
FE + 10 YEARS
ACCOUNTING
BANK STATEMENTS, CREDIT CARD STATEMENTS, CANCELLED CHECKS, CHECK REGISTERS, DEPOSIT SLIPS, DEBIT AND CREDIT NOTICED, RECONCILIATIONS, NOTICES OF INTEREST EARNED, MONETARY TRANSPORT RECORDS (INCLUDING ARMORED CAR PICKUP LOGS).
GR1025-28
FE + 5 YEARS
ACCOUNTING
APPLICATION AND RECOMMENDATIONS FOR PROFESSIONAL/PARAPROFESSIONAL CERTIFICATES, ALL OTHER APPLICATIONS
SCHEDTTL.RSL RCI-4
TX3000-01
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
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Department
BILL COPIES OR STUBS, STATEMENTS, BILLING REGISTERS, GR1025-27a ACCOUNT CARDS, DEPOSIT WARRANTS, CASH RECEIPTS, CREDIT CARD RECEIPTS, RECEIPT BOOKS, CASH TRANSFERS, DAILY CASH REPORTS, CASH DRAWER RECONCILIATIONS, AND SIMILAR RECORDS...
Item #
FE OF DATE OF RECEIPT + 5 YEARS
ACCOUNTING
BILL COPIES OR STUBS, STATEMENTS, BILLING REGISTERS, GR1025-27a ACCOUNT CARDS, DEPOSIT WARRANTS, CASH RECEIPTS, CREDIT CARD RECEIPTS, RECEIPT BOOKS, CASH TRANSFERS, DAILY CASH REPORTS, CASH DRAWER...(SHARS, MEDICAID, MAC REPORTS).
FE OF DATE OF RECEIPT + 7 YEARS
ACCOUNTING
BOND ADMINISTRATIVE RECORDS CONSISTING OF PRELIMINARY STUDIES, PROPOSALS AND PROSPECTUSES, AUTHORIZATIONS AND CERTIFICATIONS FOR ISSUANCE OR CANCELLATION AND RELATED POLICY CORRESPONDENCE.
PERMANENT
BUSINESS
BOOK CARDS OR RECORDS COMPARABLE IN FUNCTION SD3475-04b DOCUMENTING WHAT BOOKS WERE DISTRIBUTED TO EACH STUDENT AND SIMILAR RECORDS DOCUMENTING THEIR RETURN OR NON-RETURN
FE + 2 YEARS
INSTRUCTION
BOTH CURRENT AND CUMULATIVE...; IF RECORD OF TX3000-05b PAYMENT IS ENTERED IN THIS RECORD, BUT IS NOT ENTERED IN THE TAX ROLL OR A REGISTER OF TAXES COLLECTED (SEE TX3000-18) FOR THE TAX YEAR FOR WHICH THE TAX WAS DELINQUENT.
REAL PROPERTY ROLLS - 20 YEARS
TAX OFFICE
BUDGET CHANGE DOCUMENTATION, INCLUDING LINE ITEM OR CONTINGENCY/RESERVE FUND TRANSFERS AND SUPPLEMENTAL BUDGET REQUESTS.
GR1025-04e
2 YEARS
BUSINESS
BUS DRIVER TRAINING CERTIFICATION VERIFICATIONS
SD3500-03b
3 YEARS
TRANSPORTATION
BUS DRIVER'S LICENSE RECORD CHECKS
SD3500-03d
OR DATE OF SEPARATION + 2 YEARS, TRANSPORTATION AS APPLICABLE
BUS DRIVER'S LICENSE RECORD CHECKS
SD3500-03c
US
TRANSPORTATION
BUS USAGE REPORTS FOR EXTRACURRICULAR ACTIVITIES, SD3500-07d FIELD TRIPS, ETC.
2 YEARS
TRANSPORTATION
CARD OR OTHER FORM OF RECORD PROVIDING INFORMATION ON WHOM TO CONTACT IN CASE OF ACCIDENT OR ILLNESS TO A STUDENT
SD3300-05
US OR UNTIL STUDENT CEASES SCHOOLS ENROLLMENT, WHICHEVER SOONER
CERTIFICATE OF COMPLETION, TRANSCRIPTS, TEST SCORES, OR SIMILAR RECORDS DOCUMENTING THE TRAINING, TESTING OR CONTINUING EDUCATION ACHIEVEMENTS OF AN EMPLOYEE IF SUCH TRAINING OR TESTING IS REQUIRED FOR THE POSITION HELD...
GR1050-28a
DATE OF SEPARATION + 5 YEARS
GR1025-03a
CERTIFICATES, LICENSES OR PERMITS REQUIRED OF GR1050-04 EMPLOYEES TO QUALIFY FOR OR REMAIN ELIGIBLE TO HOLD A POSITION REQUIRING CERTIFICATION OR LICENSING.
SCHEDTTL.RSL RCI-4
PERSONNEL
US OR SEPARATION OF EMPLOYEE + PERSONNEL 5 YEARS
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
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Department
CLAIMS, INVOICES, COPIES OF CHECKS AND PURCHASE ORDERS, EXPENDITURE AUTHORIZATIONS AND SIMILAR RECORDS THAT SERVE TO DOCUMENT DISBURSEMENT, INCLUDING THOSE DOCUMENTING CLAIMS FOR AND REIMBURSEMENT TO EMPLOYEES FOR TRAVEL...
GR1025-26a
FE OF DATE OF PAYMENT + 5 YEARS
ACCOUNTING
CLASS ORGANIZATION REPORTS AND ROSTERS
SD3375-01
5 YEARS
VOCATIONAL ED
CONSOLIDATED TAX ROLL AND ANY SUPPLEMENTAL TAX ROLL FOR BOTH RENDERED AND UNRENDERED PROPERTY FOR EACH TAX YEAR OR, IF A CONSOLIDATED TAX ROLL IS NOT MAINTAINED, ALL COMPONENT TAX ROLLS FOR EACH TAX YEAR…
TX3000-18
REAL PROPERTY ROLLS - 20 YEARS, SUBJECT TO THE EXCEPTIONS FOR THE COUNTY AND TAX YEAR(S) NOTED IN THE APPENDIX AT THE END OF THE RETENTION SCHEDULE FOR RECORDS OF PROPERTY TAXATION
TAX OFFICE
CONTRACTS AND AGREEMENTS, INCLUDING COLLECTIVE GR1050-15a BARGAINING AGREEMENTS, BETWEEN A LOCAL GOVERNMENT AND AN EMPLOYEE OR A GROUP OF EMPLOYEES, INCLUDING WRITTEN ACCEPTANCES OF SUCH CONTRACTS.
LAST EFFECTIVE DATE OF CONTRACT + 4 YEARS
PERSONNEL
CONTRACTS FOR TRANSPORTATION SERVICES
SD3500-02
4 YEARS AFTER THE EXPIRATION OR TRANSPORTATION TERMINATION OF THE CONTRACT ACCORDING TO ITS TERMS
CONTRACTS, LEASES, AND AGREEMENTS, INCLUDING REPORTS, CORRESPONDENCE, PERFORMANCE BONDS, CERTIFICATES OF LIABILITY AND SIMILAR RECORDS RELATING TO THEIR NEGOTIATION, ADMINISTRATION, RENEWAL, OR TERMINATION...
GR1000-25
4 YEARS AFTER THE EXPIRATION OR BUSINESS TERMINATION OF THE INSTRUMENT ACCORDING TO ITS TERMS
COOPERATIVE TRAINING PLANS; APPLICATIONS FOR PARTICIPATION IN WORK STUDY PROGRAMS; STUDENT RATING FORMS, PROGRESS REPORTS, AND REPORT CARDS; INDIVIDUAL FOLLOW-UP RECORDS; AND SIMILAR RECORDS OF ASSIGNMENTS TO…
SD3375-04
END OF ENROLLMENT + 5 YEARS
VOCATIONAL ED
COPIES OF ANNUAL OR OTHER PERIODIC STATEMENTS FURNISHED TO EACH EMPLOYEE DETAILING DEDUCTIONS AND CONTRIBUTIONS TO PENSION OR DEFERRED COMPENSATION PLAN DURING PAST YEAR OR PERIOD, IF NOT USED TO SATISFY THE RETENTION...
GR1050-52e
2 YEARS
PAYROLL
COPIES OF ATTENDANCE AND ENROLLMENT REPORTS SD3275-02a SUBMITTED TO THE TEXAS EDUCATION AGENCY, INCLUDING THOSE TERM AND PERIOD REPORTS SUBMITTED TO THE SUPERINTENDENT BY PRINCIPALS FOR THE PURPOSES OF COMPILING STATE- MANDATED REPORTS
5 YEARS
SCHOOLS
COPIES OF BIRTH CERTIFICATES, CHURCH RECORDS, BIBLE SD3200-02 RECORDS, PASSPORT OR IMMIGRATION RECORDS, OR OTHER DOCUMENTS USED TO ESTABLISH A DATE OF BIRTH
AV
SCHOOLS
COPIES OF MOST CURRENT EDUCATIONAL AND HEALTH RECORDS OR FORMS PROVIDING EDUCATIONAL AND HEALTH UPDATES, INFORMATION FROM WHICH IS TRANSMITTABLE TO REGIONAL EDUCATIONAL SERVICE CENTERS FOR DATA ENTRY.
SD3250-37b
US; HOWEVER, DO NOT DISPOSE OF UNTIL NOTIFICATION THAT REQUIRED DATA HAS BEEN RECORDED IN MSRTS RECORDS IN LITTLE ROCK
FEDERAL PROGRAMS
COPIES OF PERIODIC TIME SUMMARY OR LEAVE STATUS REPORTS FURNISHED TO EACH EMPLOYEE CONTAINING INFORMATION ON VACATION, SICK, COMPENSATORY, OR OTHER LEAVE EARNED AND USED, INCLUDING THE FINAL REPORT OF SEPARATED EMPLOYEES…
GR1050-54d
2 YEARS
PERSONNEL
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
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COPIES OF REFERRALS TO PHYSICIANS, INCLUDING ANY SD3300-09 ATTACHED SCREENING WORKSHEETS, AND REPORTS FROM PHYSICIANS ON REFERRED HEALTH MATTERS
AV AFTER ENTRY OF INFORMATION ON CUMULATIVE HEALTH RECORD
SCHOOLS
COPIES OF REPORT CARDS OR GRADE REPORTS OR A SD3325-05a COMPARABLE RECORD EVIDENCING THE GRADES THAT HAVE BEEN REPORTED FOR A STUDENT TO THE STUDENT'S PARENTS
1 YEAR AFTER ENTRY OF GRADES IN SCHOOLS THE ACADEMIC ACHIEVEMENT OR CUMULATIVE RECORD
COPIES OR STUBS OF RECEIPTS ISSUED FOR THE PAYMENT TX3000-16 OF CURRENT OR DELINQUENT PROPERTY TAXES, SPECIAL ASSESSMENTS, OR FOR REDEMPTION OF REAL PROPERTY SOLD AT A TAX SALE, INCLUDING THOSE FOR SPLIT, PARTIAL, AND INSTALLMENT…
FE + 3 YEARS
TAX OFFICE
CORRESPONDENCE BETWEEN A TAXING UNIT AND A TX3000-12 TAXPAYER CONCERNING PAYMENT PROBLEMS AND SIMILAR SUBJECTS RELATING TO THE ASSESSMENT AND COLLECTION OF PROPERTY TAXES AND SPECIAL ASSESSMENTS.
2 YEARS
TAX OFFICE
CORRESPONDENCE BETWEEN AN APPRAISAL DISTRICT AND TX2950-03 A PROPERTY OWNER CONCERNING THE APPRAISAL OF THE OWNER’S PROPERTY. (SEE ITEM NUMBER TX2950-02 FOR CORRESPONDENCE OF APPRAISAL REVIEW BOARDS.)
PERMANENT
APPRAISAL DIST
CORRESPONDENCE TO AND FROM PARENT OR GUARDIAN ON ABSENCES/TARDINESS
SD3275-01a
AV
SCHOOLS
CORRESPONDENCE TO PARENT OR GUARDIAN ABOUT HEALTH MATTERS
SD3300-03
2 YEARS
SCHOOLS
CORRESPONDENCE WITH LAW ENFORMCEMENT OR OTHER SD3275-01b AGENCIES CONCERNING VIOLATIONS OF THE COMPULSORY SCHOOL ATTENDANCE LAW, INCLUDING ALL ASSOCIATED DOCUMENTATION
2 YEARS
SCHOOLS
CORRESPONDENCE, SCHEDULES, ROSTERS, REPORTS, RECORDS OF PARTICIPATION, AND SIMILAR DOCUMENTATION, EXCEPT FINANCIAL RECORDS (SEE LOCAL SCHEDULE GR), CONCERNING THE PARTICIPATION OF A DISTRICT IN ACADEMIC, MUSIC…
SD3625-04
2 YEARS
SCHOOLS
COUNSELING FILES, SPECIAL PROGRAMS
SD3350-02b
5 YEARS BEYOND CESSATION OF COUNSELING SERVICES
SCHOOLS
CURRICULUM GUIDES
SD3325-01
US
SCHOOLS
DAILY ACTIVITY REPORTS COMPILED BY VEHICLE SHOP PERSONNEL AND/OR DRIVERS SHOWING FUEL AND OIL CONSUMPTION, ODOMETER READINGS, ROUTINE INSPECTIONS, ETC., FROM WHICH DATA IS DERIVED FOR OPERATING COST REPORTS…
SD3500-07c
2 YEARS
TRANSPORTATION
DAILY AND OTHER PERIODIC ACTIVITY AND STATISTICAL REPORTS, EXCEPT THOSE NOTED ELSEWHERE IN THIS SECTION, COMPILED BY SCHOOL NURSES OR NURSE EXTENDERS RELATING TO STUDENT HEALTH MATTERS
SD3300-02
3 YEARS
SCHOOLS
SCHEDTTL.RSL RCI-4
Item #
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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Department
SD3250-33
5 YEARS
FEDERAL PROGRAMS
DAILY RECORD OF FULL-PRICE, REDUCED-PRICE, AND FREE SD3450-02 BREAKFASTS AND LUNCHES SERVED
FE + 5 YEARS
FOOD SERVICE
DAILY REGISTERS OF PUPIL ATTENDANCE (OR AN EQUIVALENT LOCALLY-DESIGNED RECORD) AND SIMILAR DAILY OR PERIODIC REPORTS USED TO DOCUMENT THE ATTENDANCE AND ABSENCE OF STUDENTS
5 YEARS
SCHOOLS
DATA PRINTOUTS OR REPORTS FROM THE TEXAS SD3600-02 EDUCATION AGENCY (TEA) OR OTHER AGENCIES PROVIDED FOR INFORMATIONAL PURPOSES SHOWING DATA RECEIVED AND ENTERED IN TEA
AV
PERSONNEL
DEEDS, TITLE OPINIONS, ABSTRACTS AND CERTIFICATES OF GR1000-27 TITLE, TITLE INSURANCE, DOCUMENTATION CONCERNING ALTERATION OR TRANSFER OF TITTLE, AND SIMILAR RECORDS EVIDENCING PUBLIC OWNERSHIP OF REAL PROPERTY.
PERMANENT
SUPERINTENDENT
DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS.
GR1050-51
US
PAYROLL
DISTRICT SUMMARIES OF GROUPS ON STANDARDIZED TESTS
SD3200-09c
3 YEARS
SCHOOLS
DOCUMENTATION CONCERNING THE TRANSFER AND ENROLLMENT OF STUDENTS IN DISTRICTS OTHER THAN THOSE IN WHICH THEY ARE A RESIDENT
SD3275-04
5 YEARS
SCHOOLS
DOCUMENTATION OF REQUEST FROM AND DISCLOSURES TO PARENT OR STUDENT, DISTRICT OFFICIALS, OR TO A PARTY WITH WRITTEN CONSENT, ETC.
SD3225-02a
2 YEARS
SCHOOLS
DOCUMENTATION RELATED TO THE INVESTMENT OF PUBLIC GR1025-09a FUNDS (e.g., CERTIFICATES OF DEPOSIT) THAT EVIDENCES THE INVESTMENT OF FUNDS, THE PERFORMANCE OR RETURN OF INVESTMENTS, THE CANCELLATION OR WITHDRAWAL OF INVESTMENTS...
FE + 5 YEARS
BUSINESS
DOCUMENTATION RELATING TO EASEMENTS AND RIGHTS-OF-WAY FOR PUBLIC WORKS OR OTHER LOCAL GOVERNMENT PURPOSES, INCLUDING RELEASES.
GR1000-28
PERMANENT
SUPERINTENDENT
DOCUMENTATION RELATING TO THE CAPITAL AND FIXED ASSETS OF A LOCAL GOVERNMENT...; EQUIPMENT OR PROPERTY COST AND DEPRECIATION SCHEDULES OR SUMMARIES USED FOR CAPITAL OUTLAY BUDGETING OR OTHER FINANCIAL OR BUDGET CONTROL...
GR1025-05b
FE OF DATE OF DISPOSAL + 5 YEARS BUSINESS
DAILY MIGRANT STUDENT RECORD LOGS
SD3275-02b
DOCUMENTATION RELATING TO THE CAPITAL AND FIXED GR1025-05c ASSETS OF A LOCAL GOVERNMENT...; EQUIPMENT OR PROPERTY INVENTORIES (INCLUDING SEQUENTIAL NUMBER PROPERTY LOGS).
SCHEDTTL.RSL RCI-4
US + 3 YEARS
BUSINESS
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
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Department
GR1050-50
4 YEARS AFTER SEPARATION
PAYROLL
DOCUMENTATION, MAINTAINED IN THE FORM OF LISTS OF SD3500-04 ACTUAL BUS RIDERS BY NAME AND ROUTE NUMBER, INCLUDING ALL ASSOCIATED RECORDS PROVIDING SOURCE INFORMATION NEEDED TO COMPLETE RIDERSHIP SECTIONS…
3 YEARS
TRANSPORTATION
DOCUMENTS RELATING TO STUDENT ATTENDANCE HEARINGS AND APPEALS
SD3275-01d
DATE OF DECISION + 2 YEARS
SCHOOLS
DOCUMENTS USED BY PAYROLL OFFICERS TO CREATE OR CHANGE INFORMATION IN THE PAYROLL RECORDS OF INDIVIDUAL EMPLOYEES...; DOCUMENTS CONCERNING ADJUSTMENTS TO PAYROLL AND LEAVE STATUS.
GR1050-55b
FE + 3 YEARS
PAYROLL
DOCUMENTS USED BY PAYROLL OFFICERS TO CREATE OR CHANGE INFORMATION IN THE PAYROLL RECORDS OF INDIVIDUAL EMPLOYEES...; DOCUMENTS CONCERNING HIRING, TERMINATION, TRANSFER, PAY GRADE, POSITION OF JOB TITLE, NAME CHANGES, ETC.
GR1050-55a
2 YEARS
PAYROLL
DOCUMENTS USED BY PERSONNEL OFFICERS TO CREATE OR CHANGE INFORMATION IN THE PERSONNEL RECORDS OF INDIVIDUAL EMPLOYEES CONCERNING HIRING, TERMINATION, TRANSFER, PAY GRADE, POSITION OR JOB TITLE, LEAVES OF ABSENCE...
GR1050-24
2 YEARS FROM THE DATE OF CREATION OR THE PERSONNEL ACTION INVOLVED, WHICHEVER IS LATER
PERSONNEL
DOCUMENTATION USED TO START, MODIFY OR STOP ALL VOLUNTARY OR REQUIRED DEDUCTIONS FROM PAYROLL, INCLUDING ORDERS OR GARNISHMENT OR OTHER COURT-ORDERED ATTACHMENTS.
ELECTRONIC FILES USED TO PRODUCE OR MODIFY AN GR5800-05 INFORMATION SYSTEM OR DATABASE, INCLUDING, BUT NOT LIMITED TO, WORK FILES, MAINTENANCE AND TEST FILES, PRINT FILES, AND INTERMEDIATE INPUT/OUTPUT RECORDS.
UNTIL COMPLETION OF 3RD SYSTEM BUSINESS BACKUP CYCLE
EMPLOYEE ACKNOWLEDGEMENT FORMS OR OTHER DOCUMENTATION THAT SHOW PROOF OF RECEIPT AND AWARENESS OF LOCAL GOVERNMENT POLICIES AND PROCEDURES.
US
PERSONNEL
EMPLOYEE BENEFIT PLANS SUCH AS PENSION; LIFE, GR1050-08a HEALTH AND DISABILITY INSURANCE; SENIORITY AND MERIT SYSTEMS AND DEFERRED COMPENSATION PLANS, INCLUDING AMENDMENTS.
TERMINATION OF PLAN + 1 YEAR
PAYROLL
EMPLOYEE DEFICIENCY PLAN
SD3575-04a
US BY A TEACHING CERTIFICATE
PERSONNEL
ENCUMBRANCE AND EXPENDITURE REPORTS (STATUS REPORTS SHOWING EXPENDITURES AND ENCUMBRANCES AGAINST A BUDGET).
GR1025-04d
2 YEARS
BUSINESS
ENCUMBRANCE JOURNAL VOUCHERS AND ENTRIES OR SIMILAR POSTING CONTROL FORMS (INCLUDING SUPPORTING DOCUMENTATION SUCH AS CORRESPONDENCE AND AUDITOR ADJUSTMENTS THAT EVIDENCE JOURNAL ENTRIES AND AMENDMENTS).
GR1025-30d
FE + 5 YEARS
ACCOUNTING
AV
PAYROLL
GR1050-37
ENROLLMENT FORMS PROVIDING PERSONAL IDENTIFYING GR1050-08b DATA, BENEFICIARY INFORMATION, OPTION...; 1). IF THE OFFICIAL RECORD IS MAINTAINED BY THE RETIREMENT SYSTEM OF WHICH THE LOCAL GOVERNMENT IS A MEMBER OR BY THE SERVICE... SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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GR1050-08b
DATE OF SEPARATION + 75 YEARS
PAYROLL
ENROLLMENT FORMS PROVIDING PERSONAL IDENTIFYING GR1050-08b DATA, BENEFICIARY INFORMATION, OPTION...; 2). IF THE OFFICIAL RECORD IS MAINTAINED BY THE LOCAL GOVERNMENT...; B). LIFE, HEALTH, ACCIDENTAL DEATH, AND DISABILITY INSURANCE.
TERMINATION OF COVERAGE + 4 YEARS
PAYROLL
ENROLLMENT LISTS OR ROSTERS, DYSLEXIA PROGRAM
SD3250-26
CESSATION OF SERVICES + 5 YEARS SPECIAL ED
ENROLLMENT OR REGISTRATION FORMS
SD3200-04
DATE OF WITHDRAWAL + 5 YEARS (IF SCHOOLS AN AUDIT IS PENDING WHERE EXPENDITURES OR STUDENT ELIGIBILITY IS IN QUESTION, RETAIN UNTIL SETTLED)
ENVIRONMENTAL, BIOLOGICAL AND MATERIAL SAFETY MONITORING REPORTS CONCERNING TOXIC SUBSTANCES AND HARMFUL PHYSICAL AGENTS IN THE WORKPLACE, INCLUDING ANALYSES DERIVED FROM SUCH REPORTS.
GR1050-22c
30 YEARS
PERSONNEL
EXECUTIVE ORDERS, DIRECTIVES, MANUALS AND SIMILAR DOCUMENTS THAT ESTABLISH AND DEFINE POLICIES, PROCEDURES, RULES AND REGULATIONS GOVERNING OPERATIONS/ACTIVITIES OF LOCAL GOVERNMENT AS A WHOLE OR ANY OF ITS DEPARTMENTS
GR1000-38
US, EXPIRED OR DISCONTINUED + 5 YEARS
SUPERINTENDENT
FINANCIAL DISCLOSURE STATEMENTS OF OFFICERS AND/OR EMPLOYEES OF A LOCAL GOVERNMENT.
GR1050-33
2 YEARS
PERSONNEL
FINANCIAL, PERFORMANCE AND COMPLIANCE REPORTS SUBMITTED TO GRANTOR OR SUB-GRANTOR AGENCIES.
GR1025-08b
FE + 5 YEARS
BUSINESS
FIRE SAFETY INSPECTION REPORTS
SD3525-03
3 YEARS
SCHOOLS
FOOD AND FOOD EQUIPMENT INVENTORY RECORDS
SD3450-03
FE + 5 YEARS
FOOD SERVICE
FOOD SERVICE HEALTH INSPECTION REPORTS
SD3450-05
3 YEARS
FOOD SERVICE
FORMAL LEGAL OPINIONS RENDERED BY COUNSEL OR THE GR1000-30 ATTORNEY GENERAL FOR A LOCAL GOVERNMENT, INCLUDING ANY WRITTEN REQUESTS FOR OPINIONS, CONCERNING THE GOVERNANCE AND ADMINISTRATION OF A LOCAL GOVERNMENT.
PERMANENT
SUPERINTENDENT
FORMS AND REPORTS USED TO REPORT THE COLLECTION, GR1050-53b DISTRIBUTION, DEPOSIT AND TRANSMITTAL OF PAYROLL OR UNEMPLOYMENT TAXES (W-2, 1099).
4 YEARS AFTER TAX DUE DATE OR DATE TAX PAID, WHICHEVER LATER
PAYROLL
ENROLLMENT FORMS PROVIDING PERSONAL IDENTIFYING DATA, BENEFICIARY INFORMATION, OPTION...; 2). IF THE OFFICIAL RECORD IS MAINTAINED BY THE LOCAL GOVERNMENT...; A). PENSION AND DEFERRED COMPENSATION.
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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FORMS USED TO DETERMINE WITHHOLDING FROM WAGES GR1050-53a AND SALARIES FOR PAYROLL TAX PURPOSES (W-4 FORMS).
4 YEARS AFTER SEPARATION OR 4 YEARS AFTER FORM AMENDED, WHICHEVER SOONER
PAYROLL
FREE AND REDUCED PRICE BREAKFAST OR LUNCH APPLICATIONS
SD3450-04a
FE + 5 YEARS
FOOD SERVICE
GENERAL - INCOMING/OUTGOING AND INTERNAL CORRESPONDENCE PERTAINING TO THE REGULAR OPERATION OF THE POLICIES, PROGRAMS, SERVICES, OR PROJECTS OF A LOCAL GOVERNMENT...
GR1000-26b
2 YEARS
BUSINESS
GENERAL LEDGER SHOWING RECEIPTS AND EXPENDITURES GR1025-30a FROM ALL ACCOUNTS AND FUNDS OF A LOCAL GOVENMENT...; 1). FOR FISCAL YEARS FOR WHICH AN ANNUAL FINANCIAL AUDIT REPORT (SEE ITEM NUMBER GR1025-01) DOES NOT EXISTS.
PERMANENT
ACCOUNTING
GENERAL LEDGER SHOWING RECEIPTS AND EXPENDITURES GR1025-30a FROM ALL ACCOUNTS AND FUNDS OF A LOCAL GOVENMENT...; 1). FOR FISCAL YEARS FOR WHICH AN ANNUAL FINANCIAL AUDIT REPORT (SEE ITEM NUMBER GR1025-01) EXISTS.
FE + 10 YEARS
ACCOUNTING
GRADE BOOKS
SD3325-02
1 YEAR AFTER ENTRY OF GRADES IN SCHOOLS THE ACADEMIC ACHIEVEMENT OR CUMULATIVE RECORD
GRADE BOOKS (9-12 HS ONLY)
SD3325-02
4 YEARS AFTER ENTRY OF GRADES SCHOOLS IN THE ACADEMIC ACHIEVEMENT OR CUMULATIVE RECORD
GRIEVANCE AND RESPONSE DOCUMENTS
SD3575-05f
FOR THE SAME PERIOD AS THE PERSONNEL APPRAISAL RECORD TO WHICH THEY RELATE
HEALTH CARD OR RECORD (CUMULATIVE)
SD3300-04
DATE OF WITHDRAWAL + 2 YEARS
HOME LANGUAGE SURVEYS
SD3200-05
DATE OF WITHDRAWAL + 5 YEARS (IF SCHOOLS AN AUDIT IS PENDING WHERE EXPENDITURES OR STUDENT ELIGIBILITY IS IN QUESTION, RETAIN UNTIL SETTLED)
IF WAGE OR SALARY RATE FOR EACH POSITION LISTED ON AN EMPLOYEE SERVICE RECORD (SEE GR1050-12) IS EXPRESSED IN DOLLARS.
GR1050-59a
2 YEARS AFTER LAST EFFECTIVE DATE
PAYROLL
IMMUNIZATION RECORD (EITHER SEPARATE OR IN SD3300-08a COMBINATION WITH A CUMULTIVE HEALTH CARD AS IN ITEM NUMBER 3300-04)
DATE OF WITHDRAWAL + 2 YEARS
SCHOOLS
IMMUNIZATION RECORDS/PARENT CONSENT FORM, IMMUNIZATIONS PERFORMED BY SCHOOL NURSES OR MEDICAL TECHNICIANS
UNTIL THE PERSON RECEIVING THE VACCINE IS 20 YEARS OLD
SCHOOLS
SCHEDTTL.RSL RCI-4
Item #
SD3300-08a
SCHOOLS
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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SD3300-08b
3 YEARS
SCHOOLS
INCLUDES ALL CORRESPONDENCE AND DOCUMENTATION GR1000-34a RELATING TO REQUESTS FOR RECORDS UNDER THE PUBLIC INFORMATION ACT (CHAPTE 552, GOVERNMENT CODE)...; NON-EXEMPTED RECORDS AND WITHDRAWN REQUESTS.
DATE OF REQUEST FOR RECORDS FULFILLED + 1 YEAR
ALL STAFF
INCLUDING NOTICES OF DETERMINATION OF CHANGE OF TX2975-07a USE, IF APPLICABLE...; APPROVED APPLICATIONS FOR EXEMPTION OR SPECIAL APPRAISAL...; 1). ONE-TIME (INCLUDING WRITTEN NOTIFICATION FROM TAXPAYER THAT ENTITILEMENT HAS ENDED).
US OR UNTIL ENTITLEMENT ENDS + 5 APPRAISAL DIST YEARS
INDIVIDUAL STUDENT COUNSELING FILES MAINTAINED BY SCHOOL COUNSELORS, INCLUDING PARENTAL CONFERENCE REPORTS
AV
SCHOOLS
INFORMATION ABOUT INDIVIDUAL VOLUNTEERS AND DUTIES GR1050-39 THEY PERFORM
US
PERSONNEL
INVENTORY RECORDS (PARTS AND SUPPLIES)
1 YEAR
BUSINESS
JOB DESCRIPTIONS, INCLUDING ANY ASSOCIATED TASK OR GR1050-26a SKILL STATEMENTS. ALSO INCLUDES DOCUMENTS CONCERNING THE DEVELOPMENT AND ANALYSIS OF JOB DESCRIPTIONS AND CLASSIFICATION SYSTEMS INCLUDING SURVEY, REVIEW AND AUDIT...
US OR POSITION ABOLISHED + 4 YEARS
PERSONNEL
JOB EVALUATIONS, PERFORMANCE APPRAISALS, OR OTHER GR1050-21 SIMILAR DOCUMENTS USED TO EVALUATE THE PERFORMANCE OF EMPLOYEES.
DATE OF SEPARATION + 2 YEARS, WHICHEVER IS APPLICABLE
PERSONNEL
LEAVE OR HOURS-TO-DATE REGISTERS.
GR1050-54c
FE + 5 YEARS
PERSONNEL
LESSON PLANS
SD3325-04
AV
SCHOOLS
IMMUNIZATION STATUS, ANNUAL REPORTS
SD3350-02a
GR1075-02
LIABILITY, THEFT, FIRE, HEALTH, LIFE, AUTOMOBILE, AND GR1000-29 OTHER POLICIES FOR LOCAL GOVERNMENT PROPERTY AND PERSONNEL INCLUDING SUPPORTING DOCUMENTATION RELEVANT TO THE IMPLEMENTATION, MODIFICATION, RENEWAL, OR REPLACEMENT...
4 YEARS AFTER THE EXPIRATION OR BUSINESS TERMINATION OF THE POLICY ACCORDING TO ITS TERMS AND ALL RIGTS GRANTED UNDER IT
LITIGATION CASE FILES.
SUPERINTENDENT AV AFTER DECISION OF LOCAL GOVERNMENT NOT TO FILE LAWSUIT OR DECISION THAT LAWSUIT WILL NOT BE FILED AGAINST IT; DISMISSAL OF A LAWSUIT FOR WANT OF PROSECUTION OR ON MOTION OF PLAINTIFF; OR FINAL DECISION OF COURT (OR OF COURT ON APPEAL, IF APPLICABLE) IN
SCHEDTTL.RSL RCI-4
GR1000-31
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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LOCAL TEXTBOOK COMMITTEE REPORT
SD3475-02
US
INSTRUCTION
LOGS OR REPORTS OF MEDICATION OR TREATMENT ADMINISTERED TO STUDENTS ON A GROUP OR INDIVIDUAL BASIS
SD3300-11a
3 YEARS
SCHOOLS
LOGS, REGISTERS, OR SIMILAR RECORDS DOCUMENTING VISITORS TO LIMITED ACCESS OR RESTRICTED AREAS.
GR1075-22
3 YEARS
TRANSPORTATION
MAIL RETURNED BY THE POSTAL OR OTHER MAIL DELIVERY TX2975-09c SERVICES AS UNDELIVERABLE.
1 YEAR AFTER RETURN
APPRAISAL DIST
MASTER PAYROLL REGISTER, INCLUDING YEAR-TO-DATE REGISTERS, IF NOT USED TO SATISFY EITHER OF THE RETENTION REQUIREMENTS SET IN (a) OR (b).
FE + 5 YEARS
PAYROLL
MATERIAL SAFETY DATA SHEET (MSDS) SUPPLIED TO LOCAL GR5750-05 GOVERNMENT EMPLOYERS BY MANUFACTURERS OR DISTRIBUTORS OF HAZARDOUS CHEMICALS.
AV AFTER RECEIPT OF UPDATED DATA SHEET OR THE HAZARDOUS CHEMICAL IS NO LONGER PRESENT IN THE LOCAL GOVERNMENT, AS APPLICABLE
SAFETY
MEDICAL EXAMS, BUS DRIVERS
SD3500-03a
US + 3 YEARS
TRANSPORTATION
MENU PLANNING RECORDS
SD3450-06a
AV
FOOD SERVICE
MENUS, DAILY
SD3450-06b
5 YEARS
FOOD SERVICE
MIGRANT STUDENT RECORDS: CERTIFICATES OF ELIGIBILITY
SD3250-37a
END OF ELIGIBILITY + 5 YEARS
FEDERAL PROGRAMS
MIGRANT STUDENT RECORDS: ENROLLMENT AND WITHDRAWAL REPORTS
SD3250-34
5 YEARS
FEDERAL PROGRAMS
MINUTES OF INTERNA STAFF MEETING.
GR1000-32
AV
ALL STAFF
2 YEARS
SUPERINTENDENT
GR1050-52c
NEWS, PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES GR1000-33 MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES PRINT, ELECTRONIC, AUDIO AND AUDIOVISUAL RECORDS.
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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GR1050-11
2 YEARS FROM THE CREATION (OR RECEIPT) OF THE RECORD OR THE PERSONNEL ACTION INVOLVED, WHICHEVER LATER
PERSONNEL
NOTES TAKEN BY APPRAISERS DURING OBSERVATIONS OR SD3575-05c SIMILAR DOCUMENTATION
AV AFTER TEACHER SIGNS FOR RECEIPT OF OBSERVATION/EVALUATION FORM
PERSONNEL
NOTIFICATION FROM A LAW ENFORCEMENT AGENCY OF THE SD3350-03 ARREST OF A STUDENT ENROLLED IN A PUBLIC PRIMARY OR SECONDARY SCHOOL IN ACCORDANCE WITH CODE OF CRIMINAL PROCEDURE, ART. 15.27
END OF SCHOOL YEAR
SCHOOLS
OBSERVATION/EVALUATION FORMS (INCLUDING DOCUMENTATION SUBMITTED BY THE TEACHER)
SD3575-05b
4 YEARS AFTER TEACHER SIGNS FOR PERSONNEL RECEIPT OF APPRAISAL RECORD
ORDINANCE, ORDERS, AND RESOLUTIONS.
GR1000-05
PERMANENT
SUPERINTENDENT
ORIGINAL, SUPPLEMENTAL, CORRECTED, OR REVISED LISTS EL3150-06d OF REGISTERED VOTERS USED IN PRECINCTS AND RETURNED TO THE VOTER REGISTRAR IN ENVELOPE NO. 4.
ELECTION DAY + 22 MONTHS
ELECTIONS OFFICE
PAMPHLETS, REPORTS, STUDIES, PROPOSALS, AND SIMILAR GR1000-39 MATERIAL PRINTED BY OR FOR A LOCAL GOVERNMENT OR ANY OF ITS DEPARTMENTS, SUBDIVISIONS, OR PROGRAMS AND DISTRIBUTED TO OR INTENDED FOR DISTRIBUTION TO THE PUBLIC…
ONE COPY OF EACH PERMANENT
ADMINISTRATION
PARENTAL CONSENT TO PHOTO OR FINGERPRINT
SD3200-06c
AV AFTER FINGERPRINTS AND/OR PHOTOGRAPH TAKEN
SCHOOLS
PARENTAL CONSENTS FOR A STUDENT TO ENGAGE IN SCHOOL ACTIVITIES OR PROGRAMS, EXCEPT CONSENTS NOTED ELSEWHERE IN THIS SCHEDULE
SD3200-07
UNTIL CESSATION OF ACTIVITY FOR WHICH CONSENT GRANTED + 2 YEARS: OR, IF ANNUALLY RENEWABLE, US + 2 YEARS (IF ACCIDENT OCCURS, RETAIN FOR SAME PERIOD AS ACCIDENT REPORTS)
SCHOOLS
PARENT'S REQUESTS AND PHYSICIAN'S AUTHORIZATIONS FOR SPECIAL HEALTH CARE
SD3300-11b
END OF VALIDITY OF REQUEST OR AUTHORIZATION + 2 YEARS
SCHOOLS
PAYROLL ADJUSTMENT RECORDS, INCLUDING TRANSACTION REGISTERS, AUTHORIZATIONS AND SIMILAR RECORDS AUTHORIZING AND DETAILING ADJUSTMENTS TO PAYROLL RECORDS BECAUSE OF OVERPAYMENT, UNDERPAYMENT, ETC.
GR1050-52f
FE + 5 YEARS
PAYROLL
AV
SCHOOLS
NOTES OF INTERVIEWS WITH CANDIDATES; AUDIO AND VIDEOTAPE OF JOB INTERVIEWS; APPLICANT ROSTERS; ELIGIBILITY LISTS; TEST RANKING SHEETS; JUSTIFICATION STATEMENTS FOR VIOLATING ELIGIBILITY OR RANKING SEQUENCE; AND PREVIOUS...
PERIODIC GRADE REPORTS CREATED FOR INTERNAL SD3325-03 ADMINISTRATIVE PURPOSES, PROVIDING DATA ON GRADES OR GRADE RANKINGS BY CLASS, TEACHER, CAMPUS, COURSE, POPULATION, ETHNIC BREAKDOWN…
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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PERIODIC SUMMARIES OR REPORTS OF ACCOUNTING TRANSACTIONS OR ACTIVITY BY DEPARTMENT, BUDGET CODE, PROGRAM, ACCOUNT, FUND, OR TYPE OF ACTIVITY, INCLUDING TRIAL BALANCES...; ANNUAL.
GR1025-31d
FE + 5 YEARS
ACCOUNTING
PERSONNEL REQUISITIONS.
GR1050-26c
2 YEARS
PERSONNEL
PERSONNEL ROSTERS INCLUDING THOSE DETAILING ASSIGNMENTS TO GRADES, COURSES, ETC
SD3575-16
3 YEARS
PERSONNEL
PHOTOGRAPHS, PHOTOGRAPHIC SCRAPBOOKS, SLIDES, SOUND RECORDINGS, VIDEOTAPES, POSTERS, AND OTHER NON-TEXTUAL MEDIA THAT DOCUMENT THE HISTORY AND ACTIVITIES OF A LOCAL GOVERNMENT...
GR1000-37
AV
ALL STAFF
PHOTOGRAPHS, PHOTOGRAPHIC SCRAPBOOKS, SLIDES, SOUND RECORDINGS, VIDEOTAPES, POSTERS, AND OTHER NON-TEXTUAL MEDIA THAT DOCUMENT THE HISTORY AND ACTIVITIES OF A LOCAL GOVERNMENTS...
GR1000-37
FOR HISTORICAL REASONS PERMANENT
ALL STAFF
PROFESSIONAL GROWTH PLANS
SD3575-05e
4 YEARS
PERSONNEL
PROGRAM APPROVAL APPLICATIONS TO TEA, APPROVED
SD3625-01a
US + 5 YEARS
SUPERINTENDENT
PUBLIC EDUCATION INFORMATION MANAGEMENT SYSTEM (PEIMS) DATA SUBMISSIONS
SD3600-01
5 YEARS
PERSONNEL
PURCHASE ORDERS, REQUISITIONS AND RECEIVING REPORTS.
GR1075-03a
FE + 5 YEARS
BUSINESS
PURCHASING LOGS, REGISTERS, OR SIMILAR RECORD GR1075-03b PROVIDING A CHRONOLOGICAL RECORD OF PURCHASE ORDERS ISSUED, ORDERS RECEIVED AND SIMILAR DATA ON PROCUREMENT STATUS.
FE + 3 YEARS
BUSINESS
RECEIPT, DISBURSEMENT, GENERAL OR SUBSIDIARY JOURNALS (CASH RECEIPT JOURNALS).
GR1025-30c
FE + 10 YEARS
ACCOUNTING
RECORDS ACCOMPANYING TRANSMITTAL OF FUNDS TO FEDERAL, STATE, OR OTHER LOCAL GOVERNMENT AGENCIES (e.g., SALES TAX TO THE STATE COMPTROLLER OF PUBLIC ACCOUNTS), TO RETIREMENT SYSTEMS OR TO OTHER ENTITIES...
GR1025-26c
FE OF PERIOD COVERED BY REPORT ACCOUNTING + 3 YEARS
RECORDS CONCERNING THE PLANNING, DESIGN, CONSTRUCTION, CONVERSION, OR MODERNIZATION OF LOCAL GOVERNMENT-OWNED FACILITIES, STRUCTURES, AND SYSTEMS, INCLUDING FEASIBILITY, SCREENING, AND IMPLEMENTATION STUDIES...
GR1075-16a
PERMANENT
SCHEDTTL.RSL RCI-4
BUSINESS
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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RECORDS CREATED BY CIVIL SERVICE BOARDS OR BY PERSONNEL OR SUPERVISORY OFFICERS IN CONSIDERING...; c). ALL OTHER LOCAL GOVERNMENT EMPLOYEES.
GR1050-07
2 YEARS AFTER CASE CLOSED OR ACTION TAKEN, AS APPLICABLE
PERSONNEL
RECORDS CREATED TO DOCUMENT THE ALLOCATION OF COSTS AMONG ACCOUNTS AND FUNDS OF A LOCAL GOVERNMENT, INCLUDING RECORDS RELATING TO CHARGEBACKS AND OTHER INTERDEPARTMENTAL OR INTERFUND ACCOUNTING TRANSACTIONS...
GR1025-29
FE + 5 YEARS
ACCOUNTING
RECORDS DOCUMENTING ASBESTOS ABATEMENT PROJECTS IN PUBLIC BUILDINGS
PW5450-01a
30 YEARS FROM THE DATE OF PROJECT COMPLETION
ENVIRON HAZARDS
RECORDS DOCUMENTING THE MAINTENANCE, REPAIR, AND GR1075-18b INSPECTION OF FACILITIES, VEHICLES, AND EQUIPMENT...; FACILITIES...; 1). ROUTINE CLEANING, JANITORIAL, AD INSPECTION WORK.
1 YEAR
TRANSPORTATION
RECORDS DOCUMENTING THE MAINTENANCE, REPAIR, AND GR1075-18b INSPECTION OF FACILITIES, VEHICLES, AND EQUIPMENT...; FACILITIES...; 2). ALL OTHER FACILITY MAINTENACE, REPAIR AND INSPECTION RECORDS (INCLUDING THOSE RELATING TO...
5 YEARS
TRANSPORTATION
RECORDS DOCUMENTING THE MAINTENANCE, REPAIR, AND GR1075-18a INSPECTION OF FACILITIES, VEHICLES, AND EQUIPMENT...; VEHICLES AND EQUIPMENT...; 1). ROUTINE INSPECTION RECORDS.
1 YEAR
TRANSPORTATION
RECORDS DOCUMENTING THE MAINTENANCE, REPAIR, AND GR1075-18a INSPECTION OF FACILITIES, VEHICLES, AND EQUIPMENT...; VEHICLES AND EQUIPMENT...; 2). MAINTENANCE AND REPAIR RECORDS.
LIFE OF ASSET
TRANSPORTATION
RECORDS DOCUMENTING THE PLANNING, DEVELOPMENT, IMPLEMENTATION, ADMINISTRATION AND EVALUATION OF IN-HOUSE TRAINING PROGRAMS.
GR1050-28b
2 YEARS
PERSONNEL
RECORDS DOCUMENTING THE PLEDGING OF BONDS OR SECURITIES BY BANKS SERVING AS DEPOSITORIES FOR PUBLIC FUNDS INCLUDING DEPOSITORY CONTRACTS, SECURITY PLEDGES AND STATEMENTS, SURETY BONDS AND SIMILAR RECORDS.
GR1025-02
4 YEARS AFTER TERMINATION, EXPIRATION OR RELEASE OF CONTRACTUAL OBLIGATIONS
BUSINESS
RECORDS OF ACCIDENTS TO OR JOB-RELATED ILLNESSES GR1050-32a OF EMPLOYEES...; INITIAL AND SUPPLEMENTAL REPORTS OF INCIDENT FORMS, REPORTS, OR LOGS.
CE + 5 YEARS
PERSONNEL
RECORDS OF ACCOUNTS DEEMED UNCOLLECTABLE, INCLUDING WRITE-OFF AUTHORIZATIONS.
FE OF WRITE OFF DATE + 5 YEARS
ACCOUNTING
GR1025-27e
RECORDS OF EACH STUDENT REFERRED TO OR RECEIVING SD3250-08 BILINGUAL OR SPECIAL LANGUAGE SERVICES, INCLUDING RECOMMENDATIONS FROM PARENTS OR TEACHERS FOR BILINGUAL INSTRUCTION, STUDENT INTERVIEW DOCUMENTATION…
CESSATION OF SERVICES + 5 YEARS SPECIAL ED (IF AN AUDIT IS PENDING WHERE EXPENDITURES OR STUDENT ELIGIBILITY IS IN QUESTION, RETAIN UNTIL SETTLED)
RECORDS OF EACH STUDENT REFERRED TO OR RECEIVING SD3250-27 DYSLEXIA PROGRAM SERVICES, INCLUDING REFERRAL AND ASSESSMENT REPORTS; GROUP DELIBERATIONS; PARENTAL NOTICES; AND OTHER SERVICES REQUIRED UNDER STATE REGULATIONS
CESSATION OF SERVICES + 5 YEARS SPECIAL ED
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
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RECORDS OF EACH STUDENT REFERRED TO OR RECEIVING SD3250-16 SERVICES IN A GIFTED/TALENTED PROGRAM, INCLUDING NOMINATION AND OBSERVATION DOCUMENTATION, TESTING RESULTS, PARENTAL CONSENTS, COMMITTEE REPORTS AND RECOMMENDATIONS…
CESSATION OF SERVICES + 5 YEARS SPECIAL ED
RECORDS OF EACH STUDENT REFERRED TO OR RECEIVING SD3250-20 SERVICES UNDER SECTION 504, INCLUDING REFERRAL, PRE-PLACEMENT, AND REEVALUATION REPORTS, PARENTAL NOTICES; GROUP AND IMPARTIAL HEARING DELIBERATIONS…
CESSATION OF SERVICES + 5 YEARS SPECIAL ED (IF AN AUDIT IS PENDING WHERE EXPENDITURES OR STUDENT ELIGIBILITY IS IN QUESTION, RETAIN UNTIL SETTLED)
RECORDS OF EACH STUDENT REFERRED TO OR RECEIVING SD3250-02 SPECIAL EDUCATION SERVICES, INCLUDING REFERRAL, ASSESSMENT, AND REEVALUATION REPORTS; ENROLLMENT AND ELIGIBILITY FORMS; ADMISSION, REVIEW, AND DISMISSAL (ARD)…
CESSATION OF SERVICES + 7 YEARS SPECIAL ED (PROVIDED STUDENT INFORMATIONIS CONTAINED IN THE ACADEMIC ACHIEVEMENT RECORD FOR GRADES 9-12; AND PRIOR TO DESTRUCTION, ELIGIBLE STUDENT OR PARENTS ARE NOTIFIED)
RECORDS OF FIRE DRILLS, INCLUDING SCHEDULES, REPORTS, CORRESPONDENCE WITH FIRE DEPARTMENTS, AND ASSOCIATED DOCUMENTATION
SD3525-02
3 YEARS
SCHOOLS
RECORDS OF INTERVIEWS AND OTHER SUPPORTING DOCUMENTATION CONDUCTED AT TIME OF EMPLOYEE TERMINATION.
GR1050-35
DATE OF SEPARATION + 2 YEARS
PERSONNEL
RECORDS RELATING TO FORMS OF DISCIPLINE OTHER THAN SD3350-01b REMOVAL TO A DISCIPLINARY ALTERNATIVE EDUCATION PROGRAM, SUSPENSION OR EXPULSION
AV
SCHOOLS
RECORDS RELATING TO REMOVAL TO A DISCIPLINARY ALTERNATIVE EDUCATION PROGRAM, SUSPENSION OR EXPULSION
SD3350-01a
5 YEARS
SCHOOLS
RECORDS RELATING TO THE COLLECTION OF TAXES ON PROPERTY INVOLVED IN BANKRUPTCY CASES
TX3000-03
AV AFTER SETTLEMENT OF CLAIM
TAX OFFICE
RECORDS RELATING TO THE ISSUANCE OF PARKING PERMITS.
GR1050-10b
US
PERSONNEL
RECORDS RELATING TO THE SEIZURE OF PERSONAL PROPERTY OR THE INSTITUTION OF DELINQENT...; TAX WARRANTS, PETITIONS, CITATIONS, SURETY BONDS, NOTICES OF SALE, PERTINENT CORRESPONDENCE, AND SIMILAR DOCUMENTATION.
TX3000-19a
AV FROM, AS APPLICABLE: DATE OF SALE, RESALE IF PROPERTY PURCHASED BY TAXING UNIT, DATE OF FINAL COURT JUDGEMENT IF NO SALE ORDERED, FROM DATE OF DISMISSAL IF SUIT DISMISSED ON MOTION OF PLAINTIFF
TAX OFFICE
RECRUITER LOGS, QUESTIONNAIRES, AND SIMILAR RECORDS DOCUMENTING EFFORTS OF RECRUITERS TO IDENTIFY AND ENROLL CURRENTLY AND FORMERLY MIGRANT STUDENTS
SD3250-36
5 YEARS
FEDERAL PROGRAMS
REGISTERS OR LOGS OF TLELPHONE CALLS AND FAX TRANSMISSIONS MADE AND SIMILAR ACTIVITY REPORTS...; IF THE LOG, REPORT, OR SIMILAR RECORD IS USED FOR INTERNAL CONTROL PURPOSES OTHER THAN COST ALLOCATION.
GR1075-41b
1 YEAR
ALL STAFF
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 17 of 22
10/24/2016
Record Series Title
Item #
Retention
Department
REPORTS OF ACCIDENTS OR DAMAGE TO FACILITIES, VEHICLES, OR EQUIPMENT IF NO PERSONAL INJURY IS INVOLVED.
GR1075-15
3 YEARS
BUSINESS
REPORTS OF ACCIDENTS TO PERSONS ON LOCAL GOVERNMENT PROPETY OR IN ANY OTHER SITUATION IN WHICH A LOCAL GOVERNMENT COULD BE PARTY TO A LAWSUIT...; REPORTS OF ACCIDENTS TO ADULTS.
GR1000-20a
3 YEARS FROM DATE OF REPORT IF NO CLAIM IS FILED; 3 YEARS AFTER SETTLEMENT OR DENIAL OF THE CLAIM IF A CLAIM IS FILED, WHICHEVER APPLICABLE
SUPERINTENDENT
REPORTS OF ACCIDENTS TO PERSONS ON LOCAL GOVERNMENT PROPETY OR IN ANY OTHER SITUATION IN WHICH A LOCAL GOVERNMENT COULD BE PARTY TO A LAWSUIT...; REPORTS OF ACCIDENTS TO MINORS.
GR1000-20b
DATE MINOR REACHES MAJORITY SUPERINTENDENT AGE + 3 YEARS, IF NO CLAIM FILED; 3 YEARS AFTER SETTLEMENT OR DENIAL OF CLAIM IS FILED, WHICHEVER APPLICABLE
REPORTS OF RESULTS OF OTHER TESTS OR MEASUREMENTS
SD3200-09b
DATE OF WITHDRAWAL + 5 YEARS (IF SCHOOLS AN AUDIT IS PENDING WHERE EXPENDITURES OR STUDENT ELIGIBILITY IS IN QUESTION, RETAIN UNTIL SETTLED)
REPORTS OF RESULTS OF TAAS, TEAMS, TABS, TAKS, STAAR, AND OTHER STANDARDIZED STATE AND NATIONAL ACHIEVEMENT, MENTAL ABILITIES, AND APTITUDE TESTS REPORTED BY SCORE, PERCENTILE RANK, ETC.
SD3200-09a
1 YEAR AFTER RECORDING OF DATA SCHOOLS IN THE ACADEMIC ACHIEVEMENT OR CUMULATIVE RECORD
REPORTS OF USAGE OF FACILITIES, VEHICLES, AND EQUIPMENT...; ANY TYPE OF USAGE REPORT (e.g., MILAGE, FUEL CONSUMPTION, COPIES RUN) IF SUCH REPORTS ARE THE BASIS FOR ALLOCATING COSTS, FOR DETERMINING PAYMENT UNDER RENTAL..
GR1075-20a
FE + 5 YEARS
TRANSPORTATION
REPORTS OF USAGE OF FACILITIES, VEHICLES, AND EQUIPMENT...; RESERVATION LOGS OR SIMILAR RECORDS RELATING TO THE USE OF FACILITIES SUCH AS MEETING ROOMS, AUDITORIUMS, ETC. BY THE PUBLIC OR OTHER GOVERNMENTAL AGENCIES.
GR1075-20b
2 YEARS
TRANSPORTATION
REPORTS OF USAGE OF FACILITIES, VEHICLES, AND GR1075-20c EQUIPMENT...; USAGE REPORTS CONPILED FOR PURPOSES OTHER THAN THOSE NOTED IN (a) OR (b).
1 YEAR
TRANSPORTATION
REPORTS SHOWING TRANSACTIONS THAT WERE ACCEPTED, REJECTED, SUSPENDED AND/OR PROCESSED.
GR5825-13
AV
BUSINESS
REPORTS TO GOVERNING BODY OF TAXING UNIT...; 1). MONTHLY.
TX3000-11a
FE + 3 YEARS
TAX OFFICE
REPORTS TO GOVERNING BODY OF TAXING UNIT...; 3). ANNUAL.
TX3000-11a
PERMANENT
TAX OFFICE
REPORTS TO STATE AGENCIES...; 1) ANNUAL.
TX3000-11b
PERMANENT
TAX OFFICE
REPORTS, PLANNING MEMORANDA, STUDIES, CORRESPONDENCE AND SIMILAR RECORDS CREATED FOR AND USED IN THE DEVELOPMENT OF SUCCESSFUL GRANT PROPOSALS.
GR1025-08c
3 YEARS
BUSINESS
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 18 of 22
10/24/2016
Record Series Title
Item #
Retention
Department
REQUEST OR WORK ORDER FOR REPAIRS OR MAINTENANCE TO FACILITIES, VEHICLES, OR EQUIPMENT.
GR1075-19
2 YEARS
TRANSPORTATION
REQUEST TO AMEND INFORMATION IN STUDENT RECORD
SD3225-04
2 YEARS
SCHOOLS
REQUESTS AND AUTHORIZATIONS FOR OVERTIME, TIME TRADING, AND OTHER ACTIONS THAT EFFECT NORMAL WORK TIME EXCEPT LEAVE REQUESTS.
GR1050-57
2 YEARS
PAYROLL
REQUESTS AND AUTHORIZATIONS FOR TRAVEL; GR1050-58 PARTICIPATION IN EDUCATIONAL PROGRAMS, WORKSHOPS, OR COLLEGE CLASSES, OR FOR BONA FIDE WORK-RELATED ACTIVITIES...
FE + 5 YEARS
PAYROLL
REQUESTS AND AUTHORIZATIONS FOR VACATION, COMPENSATORY, SICK, FAMILY AND MEDICAL LEAVE ACT (FMLA), AND OTHER TYPES OF AUTHORIZED LEAVE, AND SUPPORTING DOCUMENTATION.
FE + 5 YEARS
PERSONNEL
REQUESTS FOR INFORMAL BID ESTIMATES, QUOTES OR GR1075-01c RESPONSES FROM PROVIDERS FOR THE PROCUREMENT OF GOODS OR SERVICES FOR WHICH STATE LAW OR LOCAL POLICY DOES NOT REQUIRE THE FORMAL LETTING OF BIDS.
1 YEAR
BUSINESS
REQUESTS FOR INFORMATION (RFI) PRELIMINARY TO THE PROCUREMENT OF GOODS OR SERVICES BY DIRECT PURCHASE OR BID.
AV AFTER DATE OF DIRECT BUSINESS PURCHASE, ISSUANCE OF REQUEST FOR BIDS, OR DECISION NOT TO PROCEED WITH THE PROCUREMENT, AS APPLICABLE
GR1050-54b
GR1075-01d
REQUISITIONS AND SUPPLEMENTAL REQUISITIONS FOR SD3475-05a TEXTBOOKS, LEARNING SYSTEMS, AND RELATED MATERIALS, INCLUDING THOSE FOR USE BY VISUALLY DISABLED STUDENTS, PLACED WITH THE TEXAS EDUCATION AGENCY (TEA)…
FE +2 YEARS
INSTRUCTION
ROSTERS OR LISTS OF ELIGIBLE STUDENTS
FE + 5 YEARS
FOOD SERVICE
ROUTINE - CORRESPONDENCE AND INTERNAL MEMORANDA GR1000-26c SUCH AS LETTERS OF TRANSMITTAL, REQUESTS FOR PUBLICATIONS, INTERNAL MEETING NOTICES, AND SIMILAR ROUTINE MATTERS ...
AV
ALL STAFF
SCHOOL CALENDAR, TEA FORM FIN-093
US + 2 YEARS
SUPERINTENDENT
SCHOOL SAFETY CHOICE OPTION (SSCO) TRANSFER POLICY SD3200-11 STATEMENT OF ASSURANCE INCLUDES DATE THE INCIDENT OCCURED, INCIDENT NUMBER, IDENTITY OF PERPETRATOR, IF KNOWN, ETC
5 YEARS
SCHOOLS
SKILL OR ACHIEVEMENT MEASUREMENT RECORDS OF A TRAINING GROUP OR CLASS AS A WHOLE (e.g., ROSTERS WITH SCORES).
2 YEARS
PERSONNEL
SCHEDTTL.RSL RCI-4
SD3450-04b
SD3625-03
GR1050-28d
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 19 of 22
10/24/2016
Record Series Title
Retention
Department
SPECIAL AUDITS ORDERED BY A GOVERNING BODY, A GR1025-01d COURT OR GRAND JURY OR MANDATED BY ADMINISTRATIVE RULES OF A STATE OR FEDERAL AGENCY
PERMANENT
BUSINESS
STUDENT AND STAFF ETHNICITY AND RACE DATA QUESTIONNAIRE
SD3200-10
3 YEARS OR UNTIL LITIGATION, CLAIM SCHOOLS OR AUDIT IS COMPLETE, WHICHEVER IS LATER
STUDENT ENROLLMENT LISTS FOR SPECIAL ED
SD3250-01
5 YEARS
SPECIAL ED
STUDENT WITHDRAWAL/RECORD TRANSFER FORM (TEA FORM PEIMS-100)
SD3200-08
7 YEARS
SCHOOLS
STUDIES, STATISTICAL REPORTS, SURVEYS, COST ANALYSES AND PROJECTIONS AND SIMILAR RECORDS, EXCEPT THOSE NOTED ELSEWHERE IN THIS PART, ON ANY ASPECT OF THE PERSONNEL MANAGMENT OR ADMINISTRATION OF A LOCAL GOVERNMENT.
GR1050-25
3 YEARS
PERSONNEL
SUBSIDIARY LEDGERS.
GR1025-30b
FE + 10 YEARS
ACCOUNTING
SUBSIDIARY PAYROLL REGISTERS, IF NOT USED TO SATISFY GR1050-52d EITHER OF THE RETENTION REQUIREMENTS SET IN (a) OR (b)...; 1). IF DATA CONTAINED IN THE SUBSIDIARY PAYROLL REGISTER IS NOT CONTAINED IN THE MASTER PAYROLL REGISTER.
FE + 5 YEARS
PAYROLL
SUBSTITUTE TEACHING ROSTERS
SD3575-18
3 YEARS
PERSONNEL
SUCCESSFUL BIDS AND REQUESTS FOR PROPOSALS, INCLUDING INVITATIONS TO BID, BID BONDS AND AFFIDAVITS, BID SHEETS AND SIMILAR SUPPORTING DOCUMENTATION.
GR1075-01a
FE OF AWARD + 5 YEARS
BUSINESS
SUCCESSFUL GRANT APPLICATIONS AND PROPOSALS AND ANY DOCUMENTATION THAT MODIFIES THE TERMS OF A GRANT.
GR1025-08a
FE + 5 YEARS
BUSINESS
SUMMARIES OF ELIGIBILITY VERIFICATIONS AND VALIDATIONS, PARENT/GUARDIAN QUESTIONNAIRES, COPIES OF VALIDATED CERTIFICATES OF ELIGIBILITY, AND COPIES OF ANY CORRESPONDENCE FROM A SCHOOL DISTRICT…
SD3250-35
5 YEARS
FEDERAL PROGRAMS
SUMMARY EMPLOYMENT HISTORY RECORD FOR EACH EMPLOYEE MAINTAINED ON ONE OR MORE FORMS, CONTAINING THE FOLLOWING MINIMUM INFORMATION: NAME; SEX; DATE OF BIRTH; SOCIAL SECURITY NUMBER; POSITIONS HELD WITH DATES OF HIRE...
GR1050-12
PERMANENT
PERSONNEL
SUPPORTING DOCUMENTATION - ONE COPY OF EACH DOCUMENT OF ANY TYPE SUBMITTED TO A MEETING OF A GOVERNING BODY FOR CONSIDERATION, APPROVAL, OR OTHER ACTION; IF SUCH ACTION IS REFLECTED IN THE MINUTES OF THE MEETING.
GR1000-03g
4 YEARS
SUPERINTENDENT
SCHEDTTL.RSL RCI-4
Item #
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 20 of 22
10/24/2016
Record Series Title
Retention
Department
SURVEYS, QUESTIONNAIRES, OPINION POLLS, AND SIMILAR SD3600-03 DOCUMENTS RECEIVED FROM THE TEXAS EDUCATION AGENCY OR OTHER AGENCIES, COMPLETED AND RETURNED BY THE SUPERINTENDENT OR OTHER SCHOOL OFFICIAL…
AV
ALL STAFF
TAX BILLS OR STATEMENTS: CURRENT, DELINQUENT, TX3000-09a SPECIAL VALUATION ROLLBACK AND SPECIAL ASSESSMENT LEVY TAX BILLS OR NOTICES.
AV
TAX OFFICE
TAX BILLS OR STATEMENTS: RETURNED BY POST OFFICE OR TX3000-09b OTHER MAIL DELIVERY SERVICE
1 YEAR IF RETURNED BY POST OFFICE OR OTHER MAIL DELIVERY SERVICE
TAX OFFICE
TAX CERTIFICATES.
TX3000-10a
2 YEARS
TAX OFFICE
TAX RATE CALCULATION WORKSHEETS AND NOTICES, INCLUDING BOTH EFFECTIVE AND ROLLBACK TAX RATES.
TX3000-15
3 YEARS
TAX OFFICE
TAX REFUND APPLICATIONS FOR
TX3000-17
FE + 3 YEARS
TAX OFFICE
TEA FORM FIN-127 OR EQUIVALENT, STUDENTS ELIGIBLE FOR FEDERAL AID
SD3250-43a
5 YEARS
FEDERAL PROGRAMS
TEACHER ASSESSMENTS OF INSTRUCTIONAL GOALS AND OUTCOMES
SD3575-05d
AV
PERSONNEL
TEXTBOOK DISTRIBUTION, TRANSFER, AND RETURN RECORDSS CAMPUS-TO-CAMPUS
SD3475-04c
FE + 2 YEARS
INSTRUCTION
TEXTBOOK INVENTORIES
SD3475-04a
US + 1 YEAR
INSTRUCTION
THE ACADEMIC ACHIEVEMENT RECORD OR ITS EQUIVALENT SD3200-01a USED TO RECORD ACADEMIC ACHIEVEMENTS IN GRADES 9-12
PERMANENT
SCHOOLS
THE ACADEMIC ACHIEVEMENT RECORD OR ITS EQUIVALENT SD3200-01b USED TO RECORD ACADEMIC ACHIEVEMENTS IN GRADES PK-8
PERMANENT
SCHOOLS
THE ACADEMIC ACHIEVEMENT RECORD OR ITS EQUIVALENT SD3200-01b USED TO RECORD ACADEMIC ACHIEVEMENTS IN GRADES PK-8 (PRIOR TO AND 1998)
7 YEARS
SCHOOLS
SCHEDTTL.RSL RCI-4
Item #
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 21 of 22
10/24/2016
Record Series Title
Retention
Department
TIME CARDS OR SHEETS, INCLUDING WORK SCHEDULES GR1050-56 AND DOCUMENTATION EVIDENCING ADHERENCE TO OR DEVIATION FROM NORMAL HOURS FOR THOSE EMPLOYEES WORKING ON FIXED SCHEDULES.
Item #
4 YEARS
PAYROLL
TRAINING MANUALS, SYLLABUSES, COURSE OUTLINES AND SIMILAR TRAINING AIDS USED IN IN-HOUSE TRAINING PROGRAMS ETC.
GR1050-28c
US, EXPIRED OR DISCONTINUED + 2 YEARS
PERSONNEL
TURN-BY-TURN ACCOUNTING OF A BUS ROUTE
SD3500-06
US + 3 YEARS
TRANSPORTATION
UNEMPLOYMENT COMPENSATION CLAIMS FILE, PERTINENT GR1050-29 CORRESPONDENCE AND SIMILAR RECORDS DOCUMENTING UNEMPLOYMENT COMPENSATION CASES.
AFTER CLOSED + 5 YEARS
PERSONNEL
VEHICLE SERVICE REQUESTS/WORK ORDERS
SD3500-07b
2 YEARS
TRANSPORTATION
VENDOR AND COMMODITY LISTS.
GR1075-03d
US
BUSINESS
VERIFICATION OF EMPLOYMENT ELIGIBILITY (FORM I-9).
GR1050-30
1 YEAR AFTER SEPARATION, WHICHEVER LATER
PERSONNEL
VERIFICATION OF EMPLOYMENT ELIGIBILITY (FORM I-9).
GR1050-30
3 YEARS FROM HIRE
PERSONNEL
VISION, HEARING, AND SPINAL SCREENING REPORTS SD3300-07b SUBMITTED TO THE TEXAS DEPARTMENT OF STATE HEALTH SERVICES
2 YEARS
SCHOOLS
VISITOR LOGS
2 YEARS
SCHOOLS
SD3625-07
WAIVERS OF LIABILITY (INCLUDING STATEMENTS SIGNED BY GR1000-42 VOLUNTEERS ACKNOWLEDGING NON-ENTITLEMENT TO BENEFITS, ETC).
3 YEARS FROM DATE OF CESSATION SUPERINTENDENT OF ACTIVITY FOR WHICH THE WAIVER WAS SIGNED
WARRANTIES FOR VEHICLES AND EQUIPMENT
GR1075-23
EXPIRATION OF WARRANTY + 1 YEAR TRANSPORTATION
WITHDRAWAL/TRANSFER FORM (TEA FORM PEIMS-100)
SD3200-08
AV (BOTH SENDING AND RECEIVING DISTRICTS)
SCHEDTTL.RSL RCI-4
SCHOOLS
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
RECORDS CONTROL SCHEDULE, ALPHABETICAL BY RECORD SERIES TITLE
LA JOYA ISD Filing Date:
Page 22 of 22
10/24/2016
Record Series Title
Item #
Retention
Department
WORK, DUTY, SHIFT, ROSTERS, CASE SCHEDULES OR ASSIGNMENTS EXCEPT WORK SCHEDULES INCLUDABLE IN ITEM # GR1050-56.
GR1050-31
1 YEAR
PERSONNEL
WORKING PAPERS CREATED EXCLUSIVELY FOR THE PREPARATION OF BUDGETS, INCLUDING BUDGET REQUESTS, JUSTIFICATION STATEMENTS AND SIMILAR DOCUMENTS.
GR1025-04c
3 YEARS
BUSINESS
WORKING PAPERS, SUMMARIES AND SIMILAR RECORDS CREATED FOR THE PURPOSES OF CONDUCTING AN AUDIT
GR1025-01e
3 YEARS AFTER ALL QUESTIONS ARISING FROM THE AUDIT HAVE BEEN RESOLVED
BUSINESS
WORKSHEETS, CHECKLISTS, EXAMINIATION FORMS, AND SIMILAR DOCUMENTS USED IN STUDENT HEALTH SCREENING
SD3300-07a
AV AFTER ENTRY OF INFORMATION ON CUMULATIVE HEALTH RECORD
SCHOOLS
WRITTEN MINUTES
GR1000-03a
PERMANENT
SUPERINTENDENT
SCHEDTTL.RSL RCI-4
ABBREVIATIONS AV- AS LONG AS ADMINISTRATIVELY VALUABLE FE-FISCAL YEAR END
LA-LIFE OF ASSET US UNTIL SUPERCEDED
