Information Assurance Announcements

Announcements

2026-2027

Transferring Student Cumulative Records Within District - Courier Services: One (1) completed transfer sheet must be placed inside the red records envelope and a duplicate copy of the completed transfer sheet must be stapled to the outside of the envelope. This procedure is required for the identification, tracking, transport, and timely transfer of student records from school to school and to the Information Assurance & Archives Office. District Courier Services will not pick up records that do not meet this requirement.
Transferring Student Cumulative Records Within District Form
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7670  | Amy David, adavid@greenville.k12.sc.us 355-7671

Records Room Management Checklist for Principals & Records Staff: This checklist is designed to serve as a collaborative tool and resource to help strengthen records management practices at the school level. Schools are encouraged to contact our office for assistance, clarification, or support related to records procedures and best practices.
Records Room Management Checklist for Principals & Records Staff
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7670  | Amy David, adavid@greenville.k12.sc.us 355-7671

2026-2027 School Records Management Site Visits: School support visits are tailored to each school's needs and progress towards successful school level records management. Visits may include on-boarding for new records staff, progress monitoring, provide guidance, and focused support to address compliance or training needs. These dates do not include principal-requested visits for support. Schools without a scheduled visit are considered to be in the sustaining phase and receive support on an as-needed basis at this time.
2026-2027 School Level Records Management Site Visits
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7670

2026-2027 Annual Notification - FERPA, PPRA, & Opt-Out Directory:
The district is required to notify parents and eligible students of their rights under the Family Educational Rights, Privacy Act (FERPA), the Pupils Protection of Rights Act (PPRA), along with the Objection to Release of Directory Information will be distributed via Backpack on the first day of school to actively enrolled students. Opt-Out forms must be requested from the school annually. Schools should only provide hard copies of these documents to students enrolling after August 11.
FERPA Annual Notification of Rights | Directory of Information Annual Notification | Protection of Pupils Rights Annual Notification | Directory Opt-Out Information
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

RESCHEDULED: Records Readiness Roundtable 2026 - New Clerks (Virtual Training): Records Readiness Roundtable 2026: Onboarding Training for New Clerks has been rescheduled for Friday, August 7, 2026, from 9–10:30 a.m. and will be held virtually. This session provides an overview of district records management practices, resources, and expectations. It does not replace the required district-wide records management training scheduled for September 2026. A registration email will be shared July 22.
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

2026-2027 School Level Records Management Points of Contact: To assist the Information Assurance & Archives Office provide timely support throughout the school year and quickly connect with the appropriate staff for records requests, compliance updates, and other important communications, we are asking each principal to designate a Primary Records Contact, Secondary Contact, and Summer 2027 Contact for student records management. The deadline to submit this information is Tuesday, July 21.
2026-2027 School Level Records Management Points of Contact Form
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671 | Amy David, adavid@greenville.k12.sc.us 355-7671

Updated CY 2026 Records Turnover Schedule & Calendar Year Filing Procedures: The Information Assurance & Archives Office has updated the CY 2026 Inactive Student Records Turnover Schedule to improve the timely transfer of inactive student records and reduce submission backlogs. This guidance outlines revised turnover dates and aligns schools with a Calendar Year (CY) filing structure for inactive records, beginning with the 2026–2027 school year.
IA Bulletin 0003 Student Records Turnover Schedule
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

Timely Filing of Test Scores and Other Student Permanent Record Documents: The student permanent file serves as the official record of a student’s educational history. Schools should maintain complete and organized cumulative records and avoid separating required documents. To support timely transfers, records submissions to the Information Assurance & Archives Office, and responses to official records requests, test scores and other permanent record documents should be filed in the student cumulative record within ten (10) days of receipt.
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

Permanent Records: Filing Student Transcripts for High School Courses: The student transcript is the official record of coursework completed and credits earned. Final transcripts, signed by the principal, must be placed in the student's permanent record at the end of the school year for both middle and high school students. High schools should place a final transcript in the student's permanent record for each academic year (Grades 9-12).
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

2025-2026

Training Presentation Available: Records Ready: School Level Management Training: Thank you to the school level student records management staff and principals who attended our annual records trainings on February 12 and March 5. The training presentation is now available on the Information Assurance & Archives website.
Presentation
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

February 26, 2025- EMM - MAKE UP SESSION AVAILABLE: -Records Ready : School Level Management Training - March 5: Registration is now open for the make-up training session of Records Ready: School Level Management. The training will be held in Reedy Laurel Elementary Media Center from 10:30 a.m. - 12:30 p.m. As directed, all Primary and Secondary Records Clerks are required to attend this training session. Please note that registration is limited to 50 participants.
Register  for the March 5 Training
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

February 5, 2026 
EMM - UPDATED: Checklist for Auditing/Purging ACTIVE Student Educational Records: The checklist for auditing and purging ACTIVE student educational records (currently enrolled students) is now available on the Information Assurance & Archives website. Schools are expected to use this checklist as a guiding tool when reviewing, auditing, and purging active student educational records.
Checklist for Auditing/Purging ACTIVE Student Educational Records
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671 | Amy David, adavid@greenville.k12.sc.us 355-7671
CY 2026 Student Records Transfer Schedule To IA: All student records must be prepared in accordance with the current Checklist for Purging Inactive Student Educational Records (updated 01/08/26). The CY2026 Student Records Turnover Schedule (updated 12/02/25) outlines all schools/locations and includes corresponding deadlines for the delivery of completed, purged records to our office. If you have questions or need support, please contact the Information Assurance & Archives Office.
Checklist for Purging Student Educational Records | CY 2026 Student Records Turnover Schedule
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671 | Amy David, adavid@greenville.k12.sc.us 355-7671

January 8, 2026 – EMM - Confirmation Needed: School Level Records Management Staff: Principals, using the link below, please confirm your primary and secondary records clerk. If changes need to be made to this person(s) assigned to this role, please make those changes by January 15, 2026. Both records clerks/custodians will be required to attend the following training: Records Ready: School Level Records Management on January 28, 2026 - MT Anderson, Conference Room C - Elem/Middle- 9:00am-11:30am, High -1:00pm-3:30pm. A registration link will be shared with required attendees.
2025-2026 Records Clerk Point of Contact
Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us 355-7671

Updated ARM-11 Form - Data Destruction: The ARM 11 Destruction Form is the official document used to record the destruction of records. District and school staff will need to complete Item #2 (Record Group Number) and Item #6 (Date of Form Completion), when appropriate, on the ARM-11 and submit to the GCS Information Assurance & Archives. If you have any questions about the form or the process, please contact Amy David, adavid@greenville.k12.sc.us 355-7671.
Contact: Kenyetta Smith, knsmith@greenville.k12.sc.us, 355-7670
Updated ARM-11 Form 

The Records Drop In: A Virtual Training for School-Level Records Management Staff - Session 2: The Information Assurance & Archives Office will host Session 2 of The Records Drop In on Tuesday, November 18, 2025 from 10-11 a.m. While optional, this training is designed for school-level records staff. Drew Perry, Coordinator of Special Assignments, will be our guest. This session will provide important information from both departments - including affidavits and purging of student records. Registration is required. A zoom link will be shared via email 2 days prior to training.
Register
Contact: Kenyetta Smith, knsmith@greenville.k12.sc.us, 355-7670

Information Assurance & Archives Website Update: The Information Assurance and Archives internal website has been updated to make resources easier to find and use. Resources formerly located under IA Bulletins are now organized into categories, including Student Records Management Toolkit, Access Management, FERPA/Pupil Privacy Act, and Professional Development Training Sessions. Please visit the site to explore the new layout and locate the resources you need more efficiently.

Information Assurance & Archives Internal Website

Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us, 355-7670

The Records Drop In: A Virtual Training for School-Level Records Management Staff - Session 1: The GCS information Assurance & Archives Office will host an optional virtual training on Friday, October 3, 2025 from 10-11 a.m. This session is designed for school-level records staff. This session will provide important updates, highlight key FERPA reminders, and offer time for Q&A. Registration is required. A zoom link will be shared via email 2 days prior to training.

Register for Session 1

Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us, 355-7671

Procedures for Release of Student Health Records: Student health records are governed by the Family Educational Rights and Privacy Act (FERPA). The release of these records requires the written consent of the parent/guardian or eligible student (18 years and older). Procedures for the release of student health records are available. Please note that if you are served with a subpoena requesting student health records, contact Kenyetta N. Smith (knsmith@greenville.k12.sc.us) in the GCS Information Assurance & Archives Office.

Procedures for Release of Student Health Records

Contact: Janet Lage (jlage@greenville.k12.sc.us) 355-3171

August 7, - Records Readiness Roundtable - New Clerk Training Presentation - Posted: On July 29, the GCS Information Assurance & Archives hosted an initial training of new elementary, middle, and high school records clerks/school-records custodians. This training presentation is now posted on the GCS Information Assurance & Archives website.

2025- 2026 Records Readiness Roundtable- New Clerk Training Presentation

Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us, 355-7671 | Amy David, adavid@greenville.k12.sc.us

August 7 - Annual Notification - FERPA, PPRA, & Opt-Out Directory: Greenville County Schools is required to notify parents and eligible students of their rights under the Family Educational Rights and Privacy Act (FERPA)and the Pupils Protection of Rights Act (PPRA). These notifications along with the Objection to Release of Directory Information will be distributed via Backpack on the first day of school to actively enrolled students. Schools should only provide hard copies of these notifications to new students enrolling after August 11, 2025.

Protecting Student Privacy - Know Your Rights

Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us, 355-7671

July 24 - Submission Procedures of Final Transcripts – Summer, Winter, and End-of-Year (EOY) Graduates – IA Bulletin #15 - Student transcripts are legal academic records that must be accurate, indicate diploma type or credential status, and meet the requirements set forth by the South Carolina Commission on Higher Education, and  the SC Department of Archives and History – Retention Schedule . All final transcripts are archived for 75 years and used for future legal, education, or employment verification. A copy of the student’s final transcript should be placed in the student’s permanent record annually.

July 17 - Records Readiness Roundtable - New Clerk Training - The training is being offered to new elementary, middle, and high school clerk/records custodians in support of your role through accurate, compliant, and efficient records management within your school and in partnership with the GCS Information Assurance & Archives Office. The training will be held July 29, 2025 at MT Anderson, Conference Room B, 11:00am-12:30pm. Register

July 17 - CY2025 Student Records Transfer Schedule -REMINDER - All student records must be prepared in accordance with the Checklist for Purging Inactive Student Educational Records. The CY2025 schedule outlines all schools/locations and includes corresponding deadlines for the delivery of completed, purged records to our office. If you have questions or need support, please contact the Information Assurance & Archives Office.

July 10 - 2025-2026 Records Clerk/Custodian Point of Contact Confirmation: The Information Assurance & Archives Office is requesting that each school confirm their designated Records Clerk/Custodian for the 2025-2026 school year, as well as identify a backup contact for this role. These individuals serve as our primary contacts to support the fulfillment of legal requests, student records processing, and other district procedural requests related to information assurance, compliance, and records management. Deadline for submission is July 14. 

2025-2026 Records Clerk/Custodian Point of Contact Confirmation

Contact: Kenyetta N. Smith, knsmith@greenville.k12.sc.us, 355-7671

July 10 - DSS: Update Authorization for Release of Information Form:
The South Carolina Department of Social Services has released in May 2025, an approved authorization for the release of information form to request records. The purpose of this form is specifically to request records for an investigation or continuity of care. These options are on the form and must be appropriately checked and the form completed in its entirety prior to the release of information regarding the student. 

DSS Form 12121 May 25

Contact: Irene Hamilton-Jones, McKinney- Vento/Foster POC, 355-7366
Kenyetta N. Smith, Coordinator of Information Assurance & Archives, 355-7670