NEPN/NSBA Code:  EHB

RECORDS MANAGEMENT

The School Committee is aware that records of various kinds are created and received as the school unit educates its students and manages the operations of its schools.

For the purpose of this policy, “records” are all documentary materials made or received and maintained by the school unit in accordance with law or rule, or in the transaction of its business.  Records may be created and received in multiple formats including but not limited to print, handwriting, audio, and videotapes, and in various digital forms (on hard drives, servers, CDs, disks, flash drives, etc.).  Records specifically include email and other electronic communications that are created, sent, and received. 

Attention to the proper retention and disposal of the school unit’s records is essential not only for compliance with laws and regulations, but to protect the legal interests of the school, staff, and students and to ensure that the school unit is managed effectively.

The school unit will comply with all applicable laws, rules, and schedules pertaining to the routine retention, storage, and disposal of records and with its obligation to preserve records when litigation is reasonably anticipated or has commenced.

The Superintendent/designee(s) shall be responsible for developing records management procedures for the assignment of responsibility for various kinds of records and the management, storage, and disposal of the school unit’s records that is consistent with applicable laws and rules and which allows for retrieval of records when necessary. 

The Superintendent/designee will also be responsible, by methods they deem appropriate, for informing school unit employees of this policy, making them aware of the kinds of documents, data, and materials that must be saved and those which may be disposed of or deleted, and of any specific procedures employees need to follow.  The Superintendent may delegate records management responsibilities to school unit personnel as they deem appropriate in order to facilitate the implementation of this policy.

School Committee Records

The School Committee shall keep such records as are necessary for the transaction of its business.  The Superintendent shall act as custodian of the School Committee records in their role as Secretary of the School Committee and will be responsible for storing School Committee and subcommittee minutes, reports, and studies commissioned by the School Committee, and other School Committee documents, data, and materials in a manner consistent with this policy and with applicable laws and rules.

Legal Reference: 5 M.R.S.A. § 91 et seq. (Archives and Records Management Law)

Maine Secretary of State, Maine State Archives, Local Government  

Records Retention Schedules)

Maine Department of Education Rule Chapter 125 (Basic School  Approval)

Cross Reference: BEA - Board Use of Electronic Mail

GBJ - Personnel Records and Files

GBJC - Retention of Application Materials

GCSA - Employee Computer and Internet Use

JRA - Student Education Records

Adopted: September 11, 2023