HomeMy WebLinkAbout8605 Retention of District RecordsNON -INSTRUCTIONAL OPERATIONS
8605
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RETENTION OF DISTRICT RECORDS
In compliance with Idaho Code, the Board of Trustees of Bonneville Joint School District
No. 93 establishes the following guidelines to provide administrative direction pertaining
to the retention and/or disposal of District records. Unless otherwise prohibited by
applicable law, all District records may be maintained electronically and/or in hard
physical copy.
The Board delegates responsibility for the maintenance, safeguarding, and destruction
of the District's records to the Superintendent/designee, and the Public Records
Custodian(s) and shall be in cooperation with the District's Business Office, Directors of
Maintenance, Operations, and Technology, the Principals at the District's school
buildings, and other administrative personnel employed by the District.
Each school employee shall be responsible for having knowledge of this policy and the
requirement to safeguard the District's records, electronic or otherwise, consistent with
#8605F District Records Retention Schedule.
Guidelines
Assurance of Retention of District Public Records
The Superintendent/designee, and the Public Records Custodian(s) shall work in
conjunction with the District's Technology department to assure that the staff is
aware of the routine destruction of electronic District records, including all forms of
electronic communication, such that they are able to assure that the District's public
records are retained consistent with #8605F District Records Retention Schedule,
regardless of whether such records are maintained in a hard copy or an electronic
copy.
2. The District's employees shall retain District records pursuant to #8605F District
Records Retention Schedule, particularly student educational records, personnel
records, and investigative records, in a format that is not part of the District's routine
electronic records destruction.
3. The District's technology personnel shall be notified that a particular document is not
to be destroyed as part of the routine destruction of electronic records.
4. It is the responsibility of every employee to assure that District documents that need
to be retained for a longer period of time due to federal law, state law or the
provisions of this policy are retained accordingly.
5. An employee's failure to retain District documents accordingly could serve as a basis
for discipline, up to and including possible termination.
Bonneville Joint School District No. 93
NON -INSTRUCTIONAL OPERATIONS
8605
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Method of Destroying Official Records
The District's official records, and any copy thereof that may be deemed to be
confidential and/or not intended to be disseminated to the public, shall be shredded
before being disposed.
Destruction of Electronic Communications
The District will not store any electronic communications, including, but not limited to,
emails, texts, instant messaging, voice mails, forums, social networking posts, video
chats, and webpages.
Suspending Destruction of Official Records
The District will immediately cease the destruction of all relevant records, including
electronic records (even if destruction is authorized by an approved Retention
Schedule) for the following reasons:
a. Receipt of a Freedom of Information Act (FOIA) request;
b. Belief that an investigation or litigation is imminent; and
c. Notification that an investigation or litigation has commenced.
2. If relevant records exist in electronic formats (digital images, word processed
documents, databases, backup tapes, etc.) the District's Administrative personnel
shall notify its information technology staff to cease destruction of records relating to
the subject matter of a Freedom of Information Act request, suit, potential suit, or
investigation.
3. Failure to cease the destruction of relevant records could result in penalties against
the District.
Definitions:
Electronic Communication: refers to the transfer of writing, signals, data, sounds,
images, signs or intelligence sent via an electronic device. Some examples of e -
communication are email, text messages, social media messaging and image sharing.
Adopted 02-11-2004 Reviewed Revised 07-11-2018
01-09-2019
Bonneville Joint School District No. 93
Retention of District Records
NON -INSTRUCTIONAL OPERATIONS
8605
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Cross Reference: Public Access to District Records #4297
Student Records #3600
Records Management #8600
Legal Reference: Idaho Code § 33-701(8) Fiscal year — Payment and accounting of funds
Idaho Code § 56-209h Administrative remedies
Idaho Code § 74-119 Agency guidelines
SDE Idaho Special Education Manual Revised 2016, Chapter 11 Section 5
SDE Administrator's Handbook; 1.43
2 CFR 200.333-337 Retention requirements for records
5 U.S.C. § 552 The Freedom of Information Act
Idaho Records Management Guide, August, 2010
Bonneville Joint School District No. 93
Retention of District Records