Business & Non-Instructional Operations

3544-AR

 

RECORDS RETENTION AND DISPOSITION PROGRAM

 

A.      Purpose and Scope

1.      To provide for the retention and disposition of district records in accordance with legal and district requirements

2.      This Records Retention and Disposition Program applies to all departments and schools.

B.     General

1.      Suggestions or questions concerning this procedure should be directed to the Director of Business Services.

2.      A retention schedule will be utilized to designate the legally prescribed classifications and dispositions of district records.

3.      The Records Retention and Disposition Program will include:

a.      Microfilm and security maintenance of permanent records

b.      Storage facilities for inactive records to relieve departments

c.      Destruction of all disposable records by legally acceptable methods

C.     Forms Used and Additional References

1.      The Records Retention and Disposition Handbook: detailed data on the procedures for records preparation, transfer, retrieval, and destruction, and all necessary forms

2.      Retention Schedule: See Records Retention and Disposition Handbook, Exhibit J.

 

D.     Procedure

1.      Compiling and Updating the Retention Schedule:    

The Retention Schedule will designate the classification and retention periods of Placentia-Yorba Linda records. It will specify the length of time each record is to be retained in office files, in storage facilities, and the ultimate disposition of the document.

 

a.      The Retention Schedule will be compiled initially, and updated periodically, by means of a Record Survey worksheet which contains a record description and recommended disposition by the responsible department administrator. See the Records Retention and Disposition Handbook, Exhibit A.

b.      The Retention Schedule may be added to or changed, within legal guidelines, by the mutual agreement of the responsible department and Records Section, Business Services.

1)      An amended or new Records Survey Worksheet, reflecting the change on the Retention Schedule, will be submitted by the responsible department.

2.      Transfer of Non-Pupil Records to Records Section:

Departments will transfer records to Records Section at the end of the office retention period listed in the Retention Schedule. (Pupil records are transferred according to Step D. 4.)

a.      Departments are responsible for packing the records to be transferred in proper condition and order.

1)      Transfer boxes may be obtained from Records Section

b.      A Records Transfer form, with authorizing signature of the department head, will be used to list all records transferred. See Records Retention and Disposition Handbook, Step D.3.

3.      Transfer of Pupil Records Out of District:

Records Section will provide schools with a central clearing house for processing inactive pupil records, including: storage, microfilming, transfer to requesting districts, furnishing transcript copies, and verification of pupil records to authorized parties, and destruction of approved records.

a.      Schools must forward the cumulative record folder and permanent record card of transferred students to Records Section for processing. Original school records are never to be sent by a school directly to a requesting school that is outside of the district.

b.      Each school is responsible for transferring complete and current pupil records, properly prepared, to Records Section.

 

c.      Schools will use a Student Information Form (See Records Retention and Disposition Handbook, Step D.4.) to verify the transfer of the pupil records from the school to Records Section. The Student Information Form will accompany the transferred records. One copy will be returned and be retained by the school for three years following the transfer.

d.      All requests for transcripts of transferred students will be forwarded to Records Section.

4.      Processing Records of Graduate Students:

Placentia-Yorba Linda Permanent Record Cards are Class 1 records which consolidate the legally required pupil records for grades 7 through 12 on one form. It will be microfilmed three years after a student's graduation. Only cumulative folders that contain permanent Placentia-Yorba Linda elementary (K-6) records will be microfilmed.

a.      The permanent records and cumulative folders of each graduating class will be retained in the high school one year following graduation and then will be transferred to Records Department.

1)      High schools will process all requests for transcripts while the pupil records are maintained at the school.

2)      Records Section will process all requests for transcripts once the records are transferred.

b.      Permanent Record Cards and cumulative folders will be packed separately and listed as separate series on the Records Transfer form. (See Records Retention and Disposition Handbook, Step D.3).

5.      Processing Exceptional Pupil Records:

Inactive Exceptional Pupil Records will be transferred from Exceptional Pupil Services to Records Section for storage within six months of becoming inactive.

a.      When a special education student leaves the district, the school will forward any special education files, including GATE files, to Exceptional Pupil Services, with a Student Information Form.

b.      Exceptional Pupil Services will consolidate their records with the school file, and transfer the inactive records to Records Section for storage.

 

6.      Retrieval of Stored Information:

Requests for retrieval of information or actual documents stored in Records Section storage facilities may be made by phone, mail, or in person.

a.      A "check-out" system will be used for ALL records, to maintain file integrity; the return date will be thirty days from the completed request.

b.      Records Section will furnish either a microfilm print or a photocopy of requested permanent records.

7.      Destruction of District Records:

Only Class 3 records may be destroyed. Records are eligible for destruction at the end of the total retention period listed in the retention schedule, or after processed microfilming.

a.      Records Section will provide for the destruction of all Class 3 records, by legally prescribed procedures, for departments and schools.

b.      Departments will have final authorization of the destruction of the Class 3 records prior to actual processing for destruction.

c.      A Destruction Authorization Form must bear the signatures of all necessary administrators, including the State Historian, prior to the actual destruction of the records.

d.      Destruction of records will include security measures to provide for confidentiality of district records.

E.     Reports Required

Destruction Eligibility Report: Records Section notice to the responsible department listing eligible records and requesting destruction approval

F.      Record Retention

See Records Retention and Disposition Handbook for forms classification and retention.

G.     Responsible Administrative Unit

Director of Business Services

H.     Approved by:

 

 

John Mullender

10/20/76

John O. Tynes

10/20/76

Responsible Division Head

Date

Superintendent

Date