What every principal should know about… …records retention
Guidelines are set by Superintendent to follow state laws. When records move from building to district level, there is an option to store on microfilm or optical discs and destroy originals. This is handled through the South Carolina Department of Archives and History Record Services Branch. The State Records Center has capacity to store 96,242 cubic feet of records. Each year the Records Center takes in 10,000-11,000 cubic feet of records, conducts 12,000 reference requests, and destroys 10,000-11,000 cubic feet of records. At the building level, if questions remain contact the district records retention clerk and if necessary the school district attorney.
Various Acts, agencies, and laws you can be in violation of if guidelines are not followed: *Family Educations Rights and Privacy Act of 1974 (FERPA) *Section 30-1-90(B) Code Laws of South Carolina 1976 *School District General Schedules Regulation 12-901 through 12-906.6 (5-23-2003) *Civil Rights Act (Title VII) *Americans With Disabilities Act (ADA) *Fair Labor Standards Act (FLSA) *Occupational Safety Hazard Act (OSHA) *Family Medical Leave Act (FMLA) Age Discrimination in Employment Act (ADEA) Employment Retirement Insurance Security Act (ERISA)
In accordance with the Freedom of Information Act, school records are open to the public. Records that are not available electronically through transparency can by viewed by submitting a request in writing. Records retention is not limited to student permanent records, and includes records that are generated from food services, payroll, personnel, finance, and administrative documents. Horry County Schools General Records Retention Schedules of School District Records includes all of the six departments and a seventh section for records that are specific to our district such as parent-student-teacher compacts.
Each state has somewhat different regulations as to disposal of records. If you find yourself working in another state, State Archivists have a resource which allows you to access regulations for all of the fifty states. http://www.statearchivists.org/arc/states/res_sch_genlloc.htm School District General Schedules Regulations 12-901 through 12-906.6 are identical whether they are accessed through the state or district with the exception of district specific records. Horry County School District specific records are coded C8-ED-08, C8-ED-04, and 2047. 13324 through 2047.15533. Full records retention schedules are available at http://www.horrycountyschools.net/departments/h_c_s_documents/?pageId=8565079&portalId=743462&objectId.502262=12523235&contextId.502262=8565080&parentId.502262=10785236
In addition, electronic tools such as emails are archived on district servers . (See Electronic Communications Policy , pages 153-156 of Horry County School District Policy Manual) http://www.statearchivists.org/arc/states/res_emai.htm Another way the electronic age has effected records retention is through transparent spending reports. It was put in place by the governor, but not funded so many school districts are still struggling to put it in place. Horry County School District was quick to adopt this practice and monthly spending details are listed on the website. http://www.horrycountyschools.net/departments/fiscal_services/transparency_spending_reports/monthly_spending_details/
References: Archives Resource Center (ARC) Information Resources on Archives and Records Administration for State and Local Governments. (Council of State Archivists- CoSA) Horry County Schools General Records Retention Schedules for School District Records-8/11/2010 National Association of Independent Schools (NAIS) General Record Retention, Prepare by Debra Podurgiel, NAIS Government Relations, Jaunary 2001 South Carolina Department of Archives and History General Records Retention Schedules for School District Records- 2003