Closing the Loop on Planning Council Questions

A representative from the Agency Planning Council (APC) attends each of our regional and department planning council meetings for the purpose of assisting with agency-wide coordination and communication. Issues may be discussed or questions may be asked during these meetings, and APC will respond via The Connection to “close the loop,” so the entire agency can benefit from the process. 



This week’s question is: Conversation was requested regarding the need for paper student files now that signatures can be completed on the computer. Is the district paper file (or lack there of) something that our agency has a position/guidance on for districts? Or, is this a district decision? 

Thanks to Misty Christensen, Assistant Director of Special Education/Regional Director, for providing the following response:


Management of student records is a district decision. However, if districts move to an electronic file, they must be able to ensure that they can access these records when needed. With technology ever changing, districts need to be very thoughtful when determining what electronic record format will be used. For example, if a student went to school until he or she was 21 and was entitled until that time, the rules would require them to be able to access those records for five years past the time of their services. The records need to be maintained, according to the Iowa Administrative Rules of Special Education, for five years after special education services end [41.624(3)].

Please note the guidance provided from the Iowa Department of Education in this document.