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EHB Records Management

RECORDS MANAGEMENT

The Board is aware that records of various kinds are created and received as the school unit educates its students and manages the operations of its schools.

For the purpose of this policy, “records” are all documentary materials made or received and maintained by the school unit in accordance with law or rule or in the transaction of its business. Records may be created and received in multiple formats including but not limited to print and in various digital forms. Records specifically include electronic communications that are created, sent, and received.

Attention to the proper retention and disposal of the school unit’s records is essential not only for compliance with laws and regulations, but to protect the legal interests of the school, staff, and students and to ensure that the school unit is managed effectively.

The school unit will comply with all applicable laws, rules, and schedules pertaining to the routine retention, storage, and disposal of records and with its obligation to preserve records when litigation is reasonably anticipated or has commenced.

The Superintendent or designee shall be responsible for developing a records management program for the assignment of responsibility for various kinds of records, and the management, storage, and disposal of the school unit’s records that are consistent with applicable laws and rules and which allows for retrieval of records when necessary. The Superintendent or designee will also be responsible, by methods deemed appropriate, for informing school unit employees of this policy, making them aware of the kinds of documents, data, and materials that must be saved and those which may be disposed of or deleted, and of any specific procedures employees need to follow. The Superintendent may delegate records management responsibilities to the Technology Coordinator, school administrators, or other school unit personnel as deemed appropriate in order to facilitate the implementation of this policy.

Board Records

The Board shall keep such records as are necessary for the transaction of its business. The Superintendent shall act as custodian of Board records in their role as Secretary of the Board and will be responsible for storing Board and subcommittee minutes, reports, and studies commissioned by the Board, and other Board documents, data, and materials in a manner consistent with this policy and with applicable laws and rules.

Cross Reference: BHE - Board Use of Electronic Mail GBJ - Personnel Records GBJC - Retention of Application Materials GCSA – Employee and Volunteer Use of Computers, Electronic Devices, School Network and the Internet JRA - Student Education Records and Information

Adopted: March 16, 2009 Reviewed: May 5, 2014 Revised: February 26, 2024

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