800. RECORDS MANAGEMENT - Pg.
800. RECORDS MANAGEMENT
The Board recognizes the importance of establishing and maintaining a Records Management Plan that defines district staff responsibilities and complies with federal and state laws and regulations.
The Board shall retain, as a permanent record of the district, Board minutes, annual auditor's reports and annual financial reports. All other financial records, including financial account books, orders, bills, contracts, invoices, receipts and purchase orders, shall be retained by the district for a period of not less than six (6) years.
All other district records shall be retained in accordance with state and federal law and regulations and the district Records Management Plan approved by the Board.
The district shall make a good faith effort to comply with all proper requests for record production. Selective destruction of records in anticipation of litigation is forbidden.
Electronic Mail (E-mail) System - a system that enables users to compose, transmit, receive and manage text and/or graphic electronic messages and images across local area networks and through gateways connecting other networks. This information consists primarily of messages but may include attachments such as calendars, directories, distribution lists, word processing documents, spreadsheets, and other electronic documents.
Litigation Hold - a communication ordering that all records and data relating to an issue being addressed by current or potential litigation or investigation be preserved for possible production during the litigation or investigation.
Records - information, regardless of physical form or characteristics, that documents a transaction or activity of the district and that is created, received or retained pursuant to law or in connection with a transaction, business or activity of the district. The term includes a document, paper, letter, map, book, tape, photograph, film or sound recording, information stored or maintained electronically and a data-processed or image-processed document.
Records Management Plan - the system implemented by the district for the retention, retrieval, and disposition of all records generated by district operations.
Records Retention Schedule - a comprehensive listing stating retention periods and proper disposition of records.
4. Delegation of
In order to maintain a Records Management Plan that complies with federal and state laws and regulations and Board policy, the Board designates the Assistant Superintendent as the district’s Records Coordinator who shall serve as the chairperson of the Records Management Committee.
The Records Coordinator shall be responsible to:
Records Management Committee
A committee responsible for the development and recommendation of the district’s Records Management Plan shall be established by the Board. The Records Management Committee shall give primary consideration to the most efficient and economical means of implementing the recommended Plan. Members of the Committee shall include the:
The Records Management Committee shall meet periodically to evaluate the effectiveness and implementation of the Records Management Plan and recommend changes as needed.
Sec. 67.708 20 U.S.C.
Records Management Plan
The district’s Records Management Plan shall be the principal means for the retention, retrieval, and disposition of manual and electronic records, including e-mails. The Plan shall not rely primarily on backup systems to manage the retention and disposition of records.
The Records Management Plan shall include:
When possible, records and data shall be stored in their original form, including metadata, such as creation date, author, type of file, etc.
For any record not covered by the Records Retention Schedule, the Records Management Committee shall determine how long the record shall be kept and recommend any necessary revisions to the retention schedule.
The district shall maintain and dispose of records in a manner that protects any sensitive, proprietary or confidential information or individual privacy rights, and helps conserve natural resources.
Manual records, which include all records not stored electronically, shall be retained and disposed of in accordance with the Records Management Plan.
Manual records shall be indexed in an organized and consistent manner, reflecting the way the records will be retained and referenced for later retrieval.
The district shall develop and maintain adequate and up-to-date documentation about each manual record system. Documentation may:
Electronic records shall be retained and disposed of in the same manner as records in other formats and in accordance with the Records Management Plan.
Electronic records shall be indexed in an organized and consistent manner, reflecting the way the records will be retained and referenced for later retrieval.
The district shall develop and maintain adequate and up-to-date documentation about each electronic record system. Documentation may:
E-mail messages, in and of themselves, do not constitute records. Retention and disposition of e-mail messages depend on the function and content of the individual message.
Records on an e-mail system, including messages and attachments, shall be retained and disposed of in accordance with the district’s Records Management Plan.
E-mail messages and attachments that do not meet the definition of records shall be deleted as required by the Records Management Plan.
E-mail records may be maintained as an electronic record or be printed and maintained as a manual record.
For each e-mail considered to be a record, the following information shall be retained:
Records created or maintained by contractors employed by the Board shall be retained and disposed of in accordance with the Records Management Plan.
School Code – 24 P.S. Sec. 433, 518
Right-to-Know Law – 65 P.S. Sec. 67.101 et seq.
Family Educational Rights and Privacy Act – 20 U.S.C. Sec. 1232g
Federal Rules of Civil Procedure – 16, 26, 34, 37, 45
Board Policy – 004, 006, 105.2, 114, 138, 203, 203.1, 209, 212, 216, 216.1, 233, 314, 324, 334, 601, 609, 610, 618, 619, 702, 706, 716, 801, 810, 810.1, 828, 830, 912