8630 - Records Management

Adoption Date: 4/5/2001; Revised: 03/10/2021
8000 - Support Services

8630 Records Management

The Superintendent will designate a Records Management Officer, subject to Board approval, to develop and coordinate the District’s orderly and efficient records management program. Among other aspects, this program includes the legal disposition or destruction of obsolete records and the storage and management of inactive records. The Records Management Officer will work with other District officials to develop and maintain this program. 

Retention and Disposition of Records

The District will retain records and dispose of them in accordance with the Retention and Disposition Schedule for New York Local Government Records (LGS-1) or as otherwise approved by the Commissioner of Education. Further, if any law specifically provides a retention period longer than that established by this schedule, the retention period established by the law will govern. 

Replacing Original Records with Microforms or Electronic Images

The District will follow procedures prescribed by the Commissioner of Education to maintain accessibility for the life of any microform or electronic records that replace paper originals or micrographic copies. 

Retention and Preservation of Electronic Records
Records retention requirements are incorporated into any program, plan, or process for design, redesign, or substantial enhancement of an information system that stores electronic records. Electronic records will not be rendered unusable because of changing technology before their retention and preservation requirements expire.  

Policy References:
Arts and Cultural Affairs Law Article 57-a
8 NYCRR Part 185