Records Storage - Permanent:

For records that have a sufficient legal, fiscal, and/or historical value to be retained indefinitely. A very small portion of District records need to be kept permanently or for a very long time. For schools, the most obvious example of a record that needs to be kept for a very long time (100 years) is the official record that documents a student's educational progress (that is, the high school transcript, the middle school course history summary, and the elementary school enrollment history record, also known as the elementary permanent record card).

Records Storage - Inactive:

Semi-active and inactive records should be transferred from active office filing space to the designated records storage site. Having fewer files in the school or department makes office retrieval and filing of records more efficient. It also reduces cost in equipment and staffing.

Effective Checkout System:

All records sent to the records storage site may be checked out. The records storage site will document to whom the records were checked out and a follow-up will be done to make sure they are returned. The originating office will be asked for approval if the requestor is not from their office. All District publications, regardless of medium or form, have permanent historical value. Every school and program is asked to send two copies of each publication to the Archives and Records Manager, where they are stored, and retrieved for research purposes.
The records storage site will provide safe, secure storage for all district permanent records. This includes historical records.

Historical Materials Storage:

Storage for historically valuable items, such as student publications (annuals/yearbooks and newspapers), commencement programs, trophies, banners, and photographs, should be sent to your District's records storage site. Every effort is made to preserve and protect the items and to
provide access for research and display purposes. Typically, one to five percent of a school district's total records have historical value.

Records Storage - Format:

The Records Center may store primary and secondary records regardless of format.

Common formats for primary records may include: paper, photos, negatives, magnetic tapes, microfiche, etc.
Secondary (duplicate) copies may be any of the above or CDs. (CDs are not recommended for long term storage.)

Microfilming of Documents:

The records storage site staff will work with individual departments/schools in having their records filmed to reduce storage space. The
records should have at least a six-year retention period in order for filming to be cost effective. Microfilm copies of public records, which meet state standards and are officially sanctioned, have the same legal status as the paper originals (RCW 40.20.020 and RCW 5.46.010).

Scanning of Documents:

The records storage site staff will work with individual departments/schools in having their records scanned to reduce storage space. Conversion to an imaging system does not automatically authorize the destruction of the source documents from which images have been created. If your district wishes to destroy original non-archival records after scanning, approval must first be granted by the Utah State Archives (WAC 434-663 and RCW 40.14).

Records Retention Schedule - Official:

The Records Manager will ensure that agency staff are utilizing the current records retention schedules approved by the Local Records Committee. http://www.sos.wa.gov/archives/

Records Retention Schedule - Internal:

The Records Manager will meet with departments to create internal retention schedules designed for their departments, as requested.

Research Assistance:

The Records Manager will assist in the research of records and historical materials, when requested. One of the primary aims of the Records Management Program is to ensure the ready availability of records that have long-term administrative, legal, or historical value. In accordance with the Family Educational Rights and Privacy Act (FERPA) and the Public Disclosure Act, public records, district publications, and historical
material transferred to the records storage site are available for inspection, by appointment, during regular working hours. The Records Center assists individuals with records research by helping to find the needed materials and providing photocopies of records at a charge that does not
exceed the actual cost of reproduction. Archival material is generally not circulated. Certain items might be released for a temporary exhibit or display, but only if their physical protection and preservation is ensured.

Retrieval of Information:

The Records Manager will retrieve and provide information pertaining to the records stored at the records storage site. Information will be released as directed by federal laws, state laws and district policies and procedures.

Filing System:

Proper file maintenance in your office is the foundation of effective record-keeping. Each department or school has different needs and this must be kept in mind when developing a record filing system. Keep the following in mind when determining how your records are going to be stored:

What records need to be grouped together?
Which records do you need most frequently?
How long do the records need to be stored?
Be consistent.
Document your procedures.
Have procedures set up for your electronic records.
Remember the retention period is the same as if it were on paper.
Back up your electronic records.
Records must remain usable, retrievable and authentic for the length of the designated retention period.
Records need to be securely preserved.