Help with School and ESD Records Retention

Which Retention Schedules Do Schools Use?

1. Local Government Common Records Retention Schedule (CORE) v.5.0 (October 2024)
2. Public Schools (K-12) Records Retention Schedule v.8.4 (April 2021)

Click to expand each topic...

Basics of Records Retention...

• What Are Records Retention Schedules?
• What Are Records Series?
• How Are Records Retention Periods Determined?
• What is an Archival Record?
• What is a Non-Archival Record?

Help Finding the Right Retention...

• How to Navigate Records Retention Schedules
• How to Determine the Correct Records Series
• How to Choose Between Multiple Records Series
• Searching Techniques for Records Retention Schedules Video (3 minutes)

How Long to Keep...

• Appointment Letters
• Associated Student Body (ASB) Records
• Audit Trails
• Backups
• Chat/Instant Messaging
• COVID-19 Contact Tracing Logs and Screening Records
• COVID-19 Pandemic Records
• COVID-19 Vaccination Verification Records
• Database Records
• Data Entry Records
• Drone Operations Records
• Drone Recordings

• Emails
• Head Start Records
• Meeting Recordings
• Migration Process Records
• P-223 Forms
• Public Records Request Logs
• Public Records Requests
• Recorded Lessons
• Recruitment Records
• Social Media Posts
• Text Messages
• Voicemails
• Volunteer Records

Strategies for...

• Applying Retention Schedule Updates
• Applying Retention to Project Files
• Applying Retention to Subject Files
• Giving Notice of Destruction of Special Education (SpEd) Records
• Managing Chat/Instant Messaging Retention
• Managing Notary Public Journals

• Managing Sensitive Payment Cardholder Data
• Managing Special Education Testing Protocols
• Managing Social Media Records Retention
• Managing Vehicle Telematics Data/Records
• Managing Voicemail Retention
• Managing Volunteer Records

Transitory Records...

• Examples of Common Records with Minimal Retention
• What Does "Until No Longer Needed for Agency Business" Mean?
• Why Isn't There Just One "Transitory" Records Series?

Other Advice...

• Are Student Emails Public Records?
• Difference Between Administrative and Core Mission Policies/Procedures
• Impact of Public Records Requests on Records Retention
• Student Cumulative Folders vs. Official Student Records
• What are Personnel Files?
• What To Do With Non-Work-Related Appointments in Calendars

Training...

• Basics of Managing School Records Training
• Basics of Managing School Personnel Records Training
• Retention Schedules "Demystified" (Recorded Webinar - April 2015 - 40 minutes)