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Adoption Date: 9/1/2012
Regulations - Regulations


5670R RECORDS MANAGMENT

Initial Designation of Records Management Officer

 

1)     The  School  District shall designate  one (1) local officer to be Records  Management  Officer, subject to the approval of, and appointment by, the Board of Education.

 

2)      Within one (1) month of such designation, the Board of Education shall notify the Commissioner of Education of the Records Management Officer's name, title or position in the School District and contact information.

 

Vacancy in the Position of Records Management Officer

 

1)     Whenever a vacancy shall occur in the position of Records Management  Officer, a replacement shall be designated within sixty (60) days.

 

2)      Within one (1) month of such designation, the Board of Education shall notify the Commissioner of Education of the Records Management Officer's name, title or position in the School District, and contact information.

 

Records Management Officer

 

The   Records   Management   Officer's   job   is   varied   and   often   complex.   Commissioner's Regulations state that part of the duties of the Records Management Officer is to "initiate, coordinate and promote the systematic management of the local government's (i.e., the School District's) records in consultation and cooperation with other local officers."

 

Special Approvals for Disposition of Records Not Included in Schedule

 

Records  not  listed  on  a records  retention  and  disposition  schedule  shall  not  be disposed  of without the Commissioner of Education's  approval. The Commissioner  will determine the minimum length of time the record needs to be retained and, if necessary, amend the schedule to include this item for future reference.

 

Records that have been damaged by natural or man made disaster and constitute a human health or safety risk also require the Commissioner's prior approval before disposition.

 

Replacing Original Records with Microforms or Electronic Images

 

Digital images of public records may be stored on electronic media, and such electronic records may replace paper originals or micrographic copies of these records. To ensure accessibility and intelligibility for the life of these records, the School District shall follow the procedures prescribed by the Commissioner of Education.

1)     The District shall ensure that records retention requirements are incorporated into any plan and process for design, redesign, or substantial enhancement of an information system that stores electronic records.

 

2)     The District shall ensure that electronic records are not rendered unusable because of changing technology before their retention and preservation requirements are met. In the case of archival electronic records, the District, in consultation withthe State Archives, must determine that the records will remain usable and accessible by ensuring that the records are retained in currently available file formats and by creating adequate documentation of the records and their systems as defined in subdivision (3) of this section.

 

3)     The  District shall  develop and  maintain  up-to-date documentation about  all  permanent or archival electronic records sufficient to:

 

a.       Specify all technical characteristics necessary for reading and processing the records;

 

b.      Identify all defined inputs and outputs from the system;

 

c.       Define the contents of the files and records;

 

d.      Determine restrictions on access and use;

 

d.       Understand the purposes and functions of the system;

 

e.       Describe update cycles and/or conditions and rules for adding information to the system, changing information in the system, or deleting information; and

 

f.       Ensure the ongoing retention of records by the District.

 

4)     The District shall prepare and store in a secure off-site facility copies of archival electronic records in order to safeguard against loss.

 

5)     For electronic media that contain permanent or archival electronic records, the District shall institute maintenance procedures to:

 

a.       Verify that the media are free of permanent potentially damaging errors;

 

b.      Rewind under constant tension all tapes at least every two (2) years;

c.       Annually test a three percent (3%) statistical sample of all units of media to identify any loss of data and to discover and correct the causes of data loss;

 

d.       Copy immediately onto new media any permanent or archival electronic records stored on media containing a significant number of errors or showing signs of physical degradation;

 

e.       Copy all permanent or archival  electronic  records onto new media  before the media are expected to fail and always before the media are ten (10) years old; and

 

f.       Prepare external  labels to identify  each  media  unit, the name of the organizational  unit responsible for the records, and the records title.