Records Retention

What should be kept in school/department level files?

• Administrators should keep a file on each employee with the following:

  1. Signed Employee Code of Conduct (signed annually at the start of the work calendar)

  2. Documentation of concerns - written warning, directed growth plan, corrective action plan, etc 

  3. Emails - follow up emails to direct conversations; parent, student or staff reports that allege a violation of the employee code of conduct

How long should the files be kept?

• Files should be keep for the duration of employment at a location and an additional 5 years after leaving a location

• Files should remain at the school/department for the next administrator - review of essential information should be completed during the transition of administrators

What happens with files if an employee transfers locations or leaves the district?

• Files should be kept for five (5) years after the employee has exited the school, department or district. 

• If transferring within the district, the current administrator should:

  1. Scan all documents into a folder - clearly labeled with the employee's name

  2. Send copies of the files to the new administrator - send physical copies or share electronic folder

What is the best way to keep files? 

• Create Google folders for each employee to scan and drop files

• Physical copies may be kept in a file if preferred

Who should have access to the files?

• Admin assistants should NOT have access to personnel files

• Only school administrators should have access - files should be locked if physical copies are preferred

• When applicable, files can be shared with the School Chief and/or HR

• Administrators should keep all interview records for five (5) years in a separate file. This includes:

  1. Interview notes from the selection committee

  2. Interview questions

  3. Candidate names and contact information

  4. Files may be kept via Google folders