|
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 |
|
John O. Tynes |
|
|
Responsible Division Head |
Date |
Superintendent |
Date |