Records

There is a designated record retention person at each school and/or department.

Contact Student Services 864-1034 for directions on boxing up "STUDENT FILES" including the following “Student File” categories: CUM folders, Student Intervention Folders, Due Process Folders, and Student Health Folders.

All other records should be boxed using the following guidelines.

Process overview

  • Use only District approved boxes

    • available through the pony service

  • Do NOT overfill the box

    • they need to be moveable 

  • Box items with similar retention codes

    • the 1st digit of the Auditor of State retention code  

  • Do NOT mix permanent records with temporary records

  • Use the District approved labels

    • available from the Treasurer’s Office

    • follow the directions on the label

  • Meet with the building designee to add the appropriate code and disposal information to the label

  • The full code from the label should be written on all sides of the box

    • allows for easy identification if the box is placed on the shelf backwards 

  • The building designee should enter a work order to have the records moved to the appropriate storage facility

  • The yellow copy of the label should be sent to the Treasurer's Office

  • The Treasurer's Office will request record disposal yearly

If there are any questions that the building designee cannot answer, please contact the Treasurer’s Office at 864-1040. 

Related File