Overview

Records include any paper, correspondence, form, bound volume, film, magnetic record, drawing, or other document (regardless of format), including copies, that have been created or received by the District (RCW 40.14.010, WAC 434-610-010 and WAC 434-662).

Many records created by schools are protected from disclosure by FERPA, HIPPA and other regulations.

Proper file maintenance in your office is the foundation of effective recordkeeping. Each department or school has different needs and should be considered when developing your 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.
• Approved retention periods apply regardless of format.
• 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.

Many school/department records are duplicated and may be stored in various offices. It is important to determine who is retaining the primary copy, as secondary copies have a shorter retention period.