Information Assurance Announcements

Announcements

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