Policy Procedure Write-up
Procedure: Record Retention
Procedure Number: II.Z Date: 7/1/2017
Purpose
The Purpose of this procedure is to provide guidance on the process to be followed for record retention.
Authority
Office of the Secretary of State Rhode Island State Archives & Public Records Administration
Records Retention Schedule LG2 Municipal Finance Director
Staff Responsibilities
Superintendent and Department Heads
Definitions
NA
Procedures
Records are stored in secure locations by each department in either paper or electronic form. On an annual basis these records are reviewed using the guidelines set forth in the “Records Retention Schedule LG2 Municipal Finance Director”. The West Warwick School Department sets a standard to maintain records for 10 years, except for records required to be permanently stored. Once records are found to be older than 10 years, and do not require permanent storage, they are segregated from the others and the “CERTIFICATION OF RECORDS DESTRUCTION” is filled out and sent to the Rhode Island State Archives for approval for destruction. Once approval is provided a professional shredding company is contracted to remove the files and destroy.
Reports
CERTIFICATION OF RECORDS DESTRUCTION
Supersession (Replacement)/Cancellation
This Does not suppress, replace or cancel any other procedure.
Maintenance
Developed by Director of Financial Operations, to be reviewed annually and updated if required. Completion date is August 1st of each year and communicated to the School Committee the first meeting of September of each year.
Signature, Effective Date
_________________________________________ ___7-1-2017___
Joseph Spagna, Director of Financial Operations Date
Distribution List
Internal
Adoption Date:
9/12/2017