Board Policies3000 Business & Instruction Support Operations
School District records will be developed, maintained and disposed of according to the requirements of federal and state laws and regulations. Records, regardless of format, should remain accessible and durable for their prescribed retention period. Electronic records, including email, should be administered under operating policies and procedures, ideally in an unaltered format, to ensure that the records remain authentic and trustworthy for their full retention period.
The Superintendent will undertake the preservation and retention of records and data, including electronically stored information, when there becomes a likelihood that potential litigation will occur.
Irreplaceable, vital school district records must be protected against destruction in the event of a fire, flood, earthquake, terrorist act or other disaster. Vital records are those containing critical information essential to the continuity of operations, or the protection of the rights and interests of the school district, its students, and staff. The Superintendent will identify vital records and implement measures to ensure that these documents are preserved.
The Board authorizes the destruction of records having no legal or administrative value or historical interest, following retention for those periods described in the records retention schedule.
The Board adopts as its guide the Model Records Retention Schedule for Alaska School Districts. The Superintendent will implement a records management retention schedule that meets or exceeds the Model Records Retention Schedule for Alaska School Districts. Any exceptions will be approved by the Superintendent.
The Superintendent will ensure the confidentiality of District records as permitted or required by law. All District employees must guard against improper disclosure of confidential and personally identifiable information.
Legal Reference:
ALASKA STATUTES
40.25.120-40.25.220 Public Records Act
14.03.115 Parental Access
14.17.910 Restrictions governing receipt and expenditure of money from public school foundation account
40.21.010-40.21.140 Public records
ALASKA CONSTITUTION
art. 1, sec. 22, Right to Privacy
UNITED STATES CODES U.S.C. § 552a – Privacy Act
20 U.S.C. § 1232 g & 34 CFR Part 99 – Family Educational Rights & Privacy Act