RECORDS RETENTION MANUAL & PROCEDURES

Introduction

Vanguard Academy will follow rules and regulations in accordance with the applicable retention schedule per Texas State Library and Archives Commission. Items not listed on the schedule should be removed and/or stored locally. Any records destroyed should be abided by the retention manual process listed below.

How to submit documents for Records Retention to Central Office PEIMS Dept (COPEIMS):

Campuses/Departments submit records in May per current academic school year.

1. All documents must be placed in a 8 1/2 X 11 Box (letter size). (Campus may pick up their empty box after Vendor completes the processing task.)

2. Box must have Records Retention Label taped on top of the box indicating boxed items.

3. Documents submitted for Records Retention PROCESSING must be part of the Texas State Library Archives Records for Public Schools. (Records Retention Schedule SD listed below)

4. Do NOT submit documentation that is not listed per Texas State Library Archives or random items. Example: A copy of a P.O. Why? - Business Office originally generates the original documentation of the P.O.

5. Campus/Dept. will call COPEIMS 956-403-5004 for appointment in order for labeled boxed items to be received by COPEIMS for review and approval.

6. COPEIMS will call RCI Processing & Destruction Consultant from San Antonio, TX for a timeline and to inform on total number of labeled boxes received for processing and/or destruction per recorded due date timeline.

Consider, every box submitted for Records Retention a fee is charged $$.

Destruction of Records

RCI Processing & Destruction Consultant from San Antonio, TX provides the District a timeline listing all records which qualify to be destroyed per current academic year. The list indicates the Year of Destruction per record along with the Box ID number.

RCI generally provides the Destruction Timeline of records in March and documents are picked up in October of every school year. Any department wishing to destroy non-retention documents will be paid by the campus/department respectfully.

 Brief Summary of Records Retention Schedules (see schedule for details)

1. Student Academic (home language, assessments, registration, student records) = 5yrs

2. Discipline & Counseling = 5yrs

3. Student Health Records (Health Screening, Immunizations) = 2yrs (Medicine or Clinic Logs 3yrs.) NOT A PERMANENT RECORD

4. Attendance (control documentation-doctors notes, etc.) = 5yrs

5. Curriculum Planning Documentation = 5yrs

6. Grade Verification/Gradebook = 1 yr.

7. Records of Special Programs & Services = 5yrs

8. School Safety Records = 3yrs

9. Food Service =5 yrs (Menu planning till Administratively Valuable( AV)

10. Financial = FE + 5yrs

11. PEIMS = 5yrs

Resources

Link to Business Records https://www.tsl.texas.gov/slrm/recordspubs/gr.html#Part 1

Link to Student/Departments Records https://www.tsl.texas.gov/slrm/recordspubs/sd.html 

Updated schedules on Oct 20, 2021

*Records will be housed at Picasso Elementary warehouse.

Texas State Library and Archives