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8410 - Records Management and Retention Policy

Policy 8410


Records Management and Retention
The district recognizes the importance of public records as the record of the acts of the district and the repository of such information.  The public has the right under law to inspect and procure copies of such records with certain exceptions.  The public records of the district shall mean any account, voucher or contract dealing with the receipt or disbursement of funds; with acquisition, use or disposal of services or of supplies, materials, equipment or other property; or with any minutes, orders or decisions fixing the personal or property rights, privileges, immunities, duties or obligations of any person or group.

The superintendent shall develop procedures to implement this policy which shall conform to law; require as a minimum the permanent safeguarding of board minutes, annual audit reports and permanent student records; and require retention of all fiscal records required for audits.  The superintendent shall designate a staff member to serve as district records officer.

Records may be destroyed when authorized by the General Records Retention Schedule and Destruction Authorization provided by the Office of Secretary of State, Division of Archives and Records Management.




Cross References:       Board Policy 4340                  Public access to school district records
                                     Board Policy 3600                  Student records

Legal References:       RCW   40.14                           Preservation and destruction of public
                                    RCW   42.17.250                    Public records
                                                through 340

                                    WAC   414-24-050                  General schedule may be adopted


Adoption Date:           May 28, 1996