II. Z. Record Retention

Policy Procedure Write-up

Procedure: Record Retention

Procedure Number: II.Z Date: 7/1/2017

1. Purpose

The Purpose of this procedure is to provide guidance on the process to be followed for record retention.

2. Authority

Office of the Secretary of State Rhode Island State Archives & Public Records Administration

Records Retention Schedule LG2 Municipal Finance Director

3. Staff Responsibilities

Superintendent and Department Heads

4. Definitions

NA

5. 
   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.

6. Reports

CERTIFICATION OF RECORDS DESTRUCTION

7. Supersession (Replacement)/Cancellation

This Does not suppress, replace or cancel any other procedure.

8. Maintenance

Developed by Director of Financial Operations, to be reviewed annually and updated if required. Completion date is August 1^st of each year and communicated to the School Committee the first meeting of September of each year.

9. Signature, Effective Date

_________________________________________ ___7-1-2017___

Joseph Spagna, Director of Financial Operations Date

10. Distribution List

Internal

Adoption Date:

9/12/2017