Information Assurance & Archives

Forms Page

Former GCS students who are current GCS employees may request a copy of their immunization record, if available, from the GCS Information Assurance & Archives Office.

Complete the GCS Records Request Form. Send a copy of your district badge. Email both documents to studentrecords@greenville.k12.sc.us.
There is no fee for district employees.
For questions, contact the Information Assurance & Archives Office at 864-355-7671.

Staff Contacts

Kenyetta Nicole Smith
Coordinator of Information Assurance & Archives
knsmith@greenville.k12.sc.us

Amy David
Secretary | Records Specialist
adavid@greenville.k12.sc.us

Information Assurance Announcements

Student Records Management Toolkit

2026-2027 School Records Management Site Visits
CY2026 Inactive Student Records Turnover Schedule
Checklist for Auditing/Purging Active Student Educational Record - Checklist used by ES-MS-HS to audit and/or purge an active student file
Checklist for Purging Inactive Student Educational Records - Checklist for Purging Inactive Stud Ed Records: ES-MS-HS to IA Archives
Procedures for Release of Student Health Records
Records Inventory Form - Records Inventory Form
Records Inventory Worksheet Instructions - Records Inventory Worksheet Instructions
Records Retention / Disposition Schedule - Updated soon
Records Room Access Log
Records Room Management Checklist for Principals & Records Staff
Student Records Access Log
Transfer of Cumulative Records within the District
Transferring Student Records to Records Archive

Access Management Forms

Consent for Access/Release of Educational Records (English and Spanish) - Form that enables a stepparent or other caregiver access (verbal or written) to student educational
Controlling Access to Educational Records by School Officials
Instructions for controlling access to personnel records (Human Resources)
Student Information Release Matrix - Matrix that lists the various types of privacy protected student information, access groups, and disclosure requirements

Enrollment Documentation

Destruction Forms

Destruction Form ARM-11

FERPA / Pupil Privacy Act

Directory Information Annual Notification - Notice to parents/guardians and eligible students of their right to opt-out of directory information release (English and Spanish). Must be issued annually.
Directory Information Opt-Out - Enables parent or eligible student to stop the release of directory information (English and Spanish). Must be completed annually.
FERPA Annual Notification of Rights - Notice to parents/ guardians and eligible students of their rights with respect to student’s educational records
Parents and Eligible Students Access Rights
Protecting & Handling Student and Personal-Related Data - GCS Quick Reference Guide To: Protecting & Handling Student and Personal-Related Data - List of “Do’s” and ”Don’ts” to Protecting and Handling Student and Personnel-Related Data and Complying with FERPA
Protection of Pupils Rights Annual Notification - Notice to parents/guardians and eligible students of the right to opt-out of “protected information” surveys, regardless of funding.
Quick Reference Guide To: Protecting & Handling Student and Personnel-Related Data and Complying with FERPA
Safeguarding Our Children’s Educational Records - Privacy training presentation for school faculty/staff (PPS - PowerPoint)

GCS Student Transcript/Records Request

GCS Transcript / Record Request - Use when written consent is required to release student educational data (English and Spanish). Download and open in Adobe Reader to access fillable version.

Chain of Custody Agreement

Chain of Custody Agreement - Chain of Custody Agreement – Complete form when transferring material containing personally identifiable information to an outside vendor (Note: Ensure data sharing agreement has been completed by vendor prior to releasing any information).