4041: Records Retention

Electronic Records

Electronic records (including e-mail and web content) created and received by the district in the transaction of public business are public records for the purposes of RCW 40.14 and will be managed consistent with all of the laws and regulations governing the retention disclosure, destruction and archiving of public records. The district will manage electronic records according to the same provisions as paper documents as set forth in the records retention schedules. Electronic records will be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period. The district will retain electronic records designated as archival in the original format along with the hardware and software required to read the data, unless the data has been successfully migrated to a new system. The district will retain records in compliance with the General Records Retention Schedule For School Districts And Educational Service Districts in Washington State found at: www.sos.wa.gov/archives/recordsretentionschedules.aspx.

Cut-Off

Whenever applicable, the retention period starts with the “cut-off.” “Cut-off” is a term used to indicate files or records may be terminated on a predetermined date. “Cut-off” prevents current records from attaining unmanageable size and facilitates the filing of new records. Calendar year records may be “cut-off” on December 31, and a new file established on January 1; all fiscal year records can be “cut-off” only upon the completion of an action or event, such as termination of a contract, final payment of a contract, or termination of employment. Regardless of the duration of the retention period, records series should be kept in the office files after “cut-off” only as long as is necessary to satisfy: (1) active reference; (2) audit, when required; and (3) other operational requirements. Once these three factors have been satisfied, the records should be transferred to a records center or to an appropriate alternative format, including electronically for the remainder of the retention period.

Cross Reference

• Board Policy 3231 Student Privacy
• Board Policy 4040 Public Access to District Records

Legal Reference

• Chapter 40.14 RCW Preservation and destruction of public records
• Chapter 42.17 RCW Disclosure — Campaign Finances — Lobbying
• Chapter 42.56 RCW Public Records Act
• WAC 392-172A Rules for the provision of special education
• 20 U.S.C. § 1232g Federal Education Rights Privacy Act (FERPA)

Management Resources

• Policy News, February 2010 Federal Education Rights and Privacy Act Revisions
• Policy News, June 2006 Public Records Act
• Policy News, October 2005 Public Disclosure