ADMINISTRATOR'S GUIDE AND RESPONSIBILTIES TO DISTRICT RECORDS School District employees create and maintain public records as part of their official duties. Section 201.005. Declaration of Records as Public Property; Access. (a) Local government records in the transaction of official business or the created or received creation or maintenance of which were paid for by public funds are declared to be public and are subject to the provisions of this subtitle and Subchapter J, Chapter 441, property Government Code. The State Library Archives What is a Records Retention outlines how long school Commission Schedule? districts administrative and student The State Retention Schedule is a legal document that describes a series of record should be kept. The State records and specifies how long those provides detailed guidelines and the records must be maintained by the duties and responsibilities for District before they can be destroyed. employees handling State government No local government office may dispose records through an official mandate of a record listed in the State Retention titled State Retention Schedule. Schedule prior to the expiration of its retention period. Why a Records Retention Schedule is Needed assist in the determination of what should be retained vs. disposed ( in a consistent manner). • To restrict your filing equipment/space to records for quicker retrieval • To house only “active” – leads to gained efficiencies. ensure records of enduring value and historic interest are properly maintained and available. • To destroy records that have served their usefulness. legally • To Disposal Considerations Shredding to destroy confidential (restricted) records. ▪Used and bonded external service. Proof of licensure recommended (i.e. ▪Can use licensed Certification). stay involved. ▪ Validate destruction process – Archives/Preservation ▪ Only those identified as permanent and/or historical ▪
ADMINISTRATOR'S GUIDE AND RESPONSIBILTIES TO DISTRICT RECORDS School District employees create and maintain public records as part of their official duties. Section 201.005. Declaration of Records as Public Property; Access. (a) Local government records created or received in the transaction of official business or the creation or maintenance of which were paid for by public funds are declared to be public property and are subject to the provisions of this subtitle and Subchapter J, Chapter 441, Government Code. The State Library Archives Commission outlines how long school districts administrative and student record should be kept. The State provides detailed guidelines and the duties and responsibilities for employees handling State government records through an official mandate titled State Retention Schedule. What is a Records Retention Schedule? The State Retention Schedule is a legal document that describes a series of records and specifies how long those records must be maintained by the District before they can be destroyed. No local government office may dispose of a record listed in the State Retention Schedule prior to the expiration of its retention period. Why a Records Retention Schedule is Needed • To assist in the determination of what should be retained vs. disposed ( in a consistent manner). • To restrict your filing equipment/space to house only “active” records for quicker retrieval – leads to gained efficiencies. • To ensure records of enduring value and historic interest are properly maintained and available. • To legally destroy records that have served their usefulness. Disposal Considerations Shredding ▪Used to destroy confidential (restricted) records. ▪Can use licensed and bonded external service. Proof of licensure recommended (i.e. Certification). ▪ Validate destruction process – stay involved. ▪ Archives/Preservation ▪ Only those identified as permanent and/or historical
Administrator's%20Guide%20to%20RM%204-2-12.docx