Records Management Training

September 18, 2008

Records Management Team

• Glenda Kelley – Executive Assistant to the Superintendent/Records Management Officer

• Lynn Maxwell – Records Management Clerk

Campus/Department Record Liaison’s

• High School – Hollie Bierlein Administrative Services – Kristi Little• Denton Creek – Cortez Rasor Communication’s – Cindy Metting, America Gathings• Chisholm Trail MS – Julie Hammons Curriculum & Instruction – Jennifer Carlisle• Medlin MS – Connie Jones Curriculum & Staff Development – Leian Durrett• Pike MS – Tracey Kucharski Facilities, Planning & Construction – DeYon Vess• Beck ES – Sandy Nault Financial Services – Debra Kemper• Granger ES – Dana Shumake Instruction & Campus Support - Jonice Macky• Haslet ES – Susan Talso Special Education – Charisse Byrne• Hatfield ES – Terry Bruno Student Programs – Marta Smith• Hughes ES – Julie Meek• Justin ES – Karen Golsch• Lakeview ES – Brenda Niederkorn• Nance ES – Libby Hall• Peterson ES – Pat Bishop• Prairie View ES – Lisa Reid• Roanoke ES – Kay Sparks• Sendera Ranch ES – Marlys DeLong• Seven Hills ES – Darlene Jones

Definition of Local Government Record

All documents, papers, letter, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic medium, or other information-recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by the District or any of its officers or employees, pursuant to law or in the transaction of public business.

Records Management Officer is responsible for all NISD records. This includes emails, TREx, student cum folders, forms, and records request for students, employees and Special Education.

Duties of Records Liaison Officers• Conduct or supervise the inventories of the

records of the department/campus in preparation for the development of records control schedules.

• In cooperation with the Records Management Officer, coordinate and implement the policies of the records management program in their department/campus.

• Disseminate information to department/campus staff concerning the records management program.

Record Storage• Pack records in an appropriate container.

– Boxes that are 15” x12” x10” , comes in a case of 12, or paper boxes. (We have been providing the boxes for storage. Starting next school year the campuses/departments will need to start purchasing these boxes.)

– Do not over pack the boxes and they must have lids. Do not tape lids.

– Attach self-adhesive packing label on the box. (If there are misc. papers in a box please but on the outside what is inside the box. We have to know what we are shredding.)

– Request labels from Glenda Kelley/Lynn Maxwell.

• Maintain stored records in department/campus according to Records Management Control Schedule.

Self-Adhesive Packing Label

NORTHWEST ISDOFFICE OF RECORDS MANAGEMENT

PACKING LABEL

ITEM NUMBER:___________________________FORM NO:__________________________ (Example: 1025-26)

NAME OF LOCAL RECORD:_____________________________________________________

BOX ID_____________________________________________________________________ (Location code plus box number: Example: 43-001)

DEPT/CAMPUS:______________________________________________________________ (Department or Campus Name)

RANGE:_____________________________________________________________________ (Examples: A-H, 1-68)

START DATE:__________________________END DATE:_____________________________(Date of the oldest record in this box) (Date of the most recent record in this box)

DESTROY DATE:_____________________________________________________________ (End date plus retention period)

Self-Adhesive Packing Label

• Item Number– Six-digit number assigned by the state as listed in

the NISD Record Management Control Schedule.• Form Number

– Number of Form. Not all forms will have a number.• Name of Local Record

– Name of record as listed in the NISD Record Management Control Schedule.

• Box ID– 6-digit number. First three digits are your

department/campus number. The last three digits are your box number. Example: 001-001

– It is very important that this number is not duplicated. Be sure every box of records is recorded on your Records Storage Master Log.

Self-Adhesive Packing Label

• Dept/Campus– Name of department/campus.

• Range– Numerical range of records (100-400) OR alphabetical

range or records (A-K). This field may not be appropriate for all records and may be left blank if it does not apply.

• Starting Date– The starting date of the time period covered by the records.

• End Date– The ending date of the time period covered by the records.

The ending date is critical for calculation of destruction date.

Self-Adhesive Packing Label

• Destruction Date– Date to dispose of these records. Refer to the NISD

Record Control Schedule.

– Calculating Destruction Date

• Take the ending date of our current school year (June 30, 2008).

• If the Control Schedule states that the record can be destroyed in five years. Count five years from ending date and add one day.

• The destruction date would be (July 1, 2013).

On-site Storage• Records can be kept in storage in the

campus/department for easy access. The process for preparing records for on-site storage is as follows:– Records are boxed in approved containers.– Packing labels are properly completed and attached to the

boxes.– Information from the packing label is transferred to the

Record Storage Master Log.• Whenever a change has been made to the Record

Storage Master Log a copy needs to be sent to Glenda Kelley/Lynn Maxwell.

• As we grow this information will be entered into the Records Management Database.

• Request packing labels if needed.

• Provide a short training session for members of the office staff on packing procedures.

• Supervise the packing of boxes.

• Inspect and label each box. Don’t delegate this responsibility.

• Complete the Records Storage Master Log.

• Archive the record boxes in your campus/department or request the Records Management Center archive them.

• Provide a current copy of the Records Storage Master Log to Glenda Kelley/Lynn Maxwell, before leaving for summer break.

End of the Year Procedures

Destruction of Records• On-site Records – Department/Campus

– When a record has reached it’s retention period then it is ready for destruction.

– Email Glenda Kelley/Lynn Maxwell that there are records that need to be destroyed.

• Include number of boxes.• Where are the records/boxes located –

campus/department and room.– A Maintenance Request will be sent to have the boxes

picked up and brought over to the Records Management Center for destruction.

– Before the records are shredded they are checked again to make sure they can be destroyed.

It is very important to have a label on the box

Destruction of Records• Records stored at Records Management Center –

Department/Campus– When records stored in the Records Management Center

reaches it’s retention period the owner of the record will be notified that the record can be destroyed.

– Upon receiving approval from the owner, the record will be shredded.

Very ImportantRecords need to be destroyed when

they reach their retention period.

Records Requests• Regular/Special Education Student Requests

– Records request that campuses can fill: parent, district to district, district to juvenile center, district to college, and graduation verification.

– Exception: If the requests consists of more than the regular or special education records of the student, i.e. “any and all records,” fax the request to Glenda Kelley/Lynn Maxwell at x50329. We will then contact the campus record liaison to clarify the records needed.

– The “any and all records” request consists of emails, cum folder, discipline folder, nurse records, student sign-in and out logs, attendance, counselor records, special education records etc.

– When a request is received the record liaison is responsible in gathering all of the information for that request.

– Be sure if there are other student names in the requested records that they are redacted.

• Regular Education Student Requests– The request needs to be in writing and signed by the

requester. If the requester is an agency see GRA(Reg) Exhibit C – Consent to Release Student Records.

– Verify that the person requesting the record is that person by asking for Drivers License or Badge (make a copy).

– Check Pentamation, third party screen, that the student information can be released.

– If all checks out make a copy of the records.– Enter the information on Records Request Log.– Mail or give the records to the requestor.– The request and copy of drivers license/badge needs to be

placed in the student cum folder.

It is very important to get the information to the requester in 10 business days or sooner.

Records Requests

Records Requests• Special Education Student Requests

– The request needs to be in writing and signed by the requester. If the requester is an agency see GRA(Reg) Exhibit C – Consent to Release Student Records.

– Verify that the person requesting the record is that person by asking for drivers license or badge (make a copy).

– If the student is currently enrolled then the campus can fill the request unless there are special requests.

– If there are special requests or if the student is not currently enrolled then send that request, along with a copy of the drivers license or badge, to the Special Education Department.

– The request and copy of drivers license/badge needs to be placed in the student cum folder.

It is very important to get the information to the requester in 10 business days or sooner.

Records Requests• Employee Requests

– The request needs to be in writing and signed by the requester. If the requester is an agency see GRA(Reg) Exhibit C – Consent to Release Student Records.

– Verify that the person requesting the record is that person by asking for Drivers License or Badge (make a copy).

– Then send the request to Brenda Withers.

– The request and copy of drivers license/badge needs to be placed in the employee folder.

It is very important to get the information to the requester in 10 business days or sooner.

Records Requests

• Other forms of records request:– Subpoena

– Attorney

– Court Order – CPS

– Legal Service

When one of these requests are

received call Glenda Kelley/Lynn Maxwell

CPS• When CPS Makes a Visit to a Campus

– The request needs to be in writing and signed. – Need to ask for their badge and a business card.– Make a copy of their badge and call to verify that they are with

CPS.– Keep copies of all information in students cum folder or CPS

folder.– Additional information see GRA (Legal), (Local), (Exhibit) and

(Regulation).– New forms: GRA(Reg) Exhibit A – Law Enforcement Agency to

Interview Student without Parent Notification;GRA(Reg) Exhibit B – Acknowledgement of Removal of a Student by Legal Authorities.

• When CPS Calls to find a Student or Request Records– Refer these calls to Glenda Kelley/Lynn Maxwell.– To save CPS time you can inform them that we need a written

request on letterhead and a copy of their badge. They will need to fax this information to Glenda Kelley/Lynn Maxwell.

New to Records Management

• Email Retention– Emails are now a record and are included in records requests.– Depending on what the email contains will depend on the retention

period.– REMEMBER: Emails are not private. Be careful on what is

written in an email.– Technology is working on new email archiving system. The

system will keep all emails incoming and outgoing for five years and then it will start deleting the oldest emails.

– When a request is received we will be able to type in a name or subject and all emails pertaining to that will be found. NOTE: If an attachment is developed in Word/Excel or another software and that name or subject is in that attachment it will be found.

– Working on policies and regulations.

• Texas student Records Electronic eXchange System (TREx)

Reminders• Discipline Records

– Records are kept in a separate file. Not in the cum folders. FL (Regulation)

– Check Records Management Control Schedule for retention period.

• Can not destroy a record if:– Litigation. (Campus/department will be notified by Glenda

Kelley.)

– Outstanding request to inspect and review the records.

– Has not reached their retention period.

– If record is not on the Records Management Control Schedule.

Reminders• Need to read and be familiar with:

– CPC (LEGAL) and (LOCAL).– FL (LEGAL), (LOCAL), and (Regulation).– CQ (LEGAL), (LOCAL), (Regulation) and (EXHIBIT) –

Electronic Communication and Data Management.– GRA (LEGAL), (LOCAL), and (Regulation).– Procedure Manual.– Record Management Control Schedule.– Additional Reading: Local Government Records Act and Code

of Federal Regulations pertaining to education records access.

• Records Management Web Page – (Go to Staff Page)

– Management Control Schedule.– Procedure Manual.– Policies and Regulations.– Other related items.

Working On This Year

• Standardize Student Cum Folders.

• Standardize Forms Used.– List of forms needed for the start of school.

• Disaster Plan for Records.

If you have any questions or need help contact:

Glenda Kelley – x50030

Lynn Maxwell – x50043

Fax: 817-215-0329

Thanks for all you do for Northwest ISD

TOUCH DOWN!!!

Play It!!

How many Record Liaison’s to we have?

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27

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What is a record?

Play It!!

All documents, papers, letter, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic medium, or other information-recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by the District or any of its officers or employees, pursuant to law or in the transaction of public business.

Play It!!

How many days do we have to fill a records

request?

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10

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When we receive a request and it says “any and all records” what

records are included in that request?

Play It!!

The “any and all records” request consists of emails, cum folder, discipline folder, nurse records, student sign-in and out logs, attendance, counselor records, special education records etc.

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