RECORDS RETENTION SCHEDULE TRAINING FOR TEACHERS

1. RECORDS RETENTIONSCHEDULE TRAINING FOR TEACHERS Welcome!

2. Records Management DepartmentMission Statement _______________________________________________ To assist, educate, and service Fulton County School System by promoting the efficient, effective, and economical management of Fulton County School records, ensuring the proper retention, disposition, utilization, and preservation of records compliant to federal, state and local requirements.

3. What is a Record?_______________________________ Records include all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of the data in them.

4. FERPA_______________________________________________________________________FERPA_______________________________________________________________________ FERPA is the Family Educational Rights and Privacy Act – Buckley Amendment of 1974. It was proposed by Senator James Buckley and passed by Congress in 1974. FERPA covers four basic rights for parents or students ages 18 or older: ▪ Right to request the amendment of the student’s record that a parent feels is inaccurate or misleading. ▪ Right to prevent disclosure of personally identifiable information. ▪ Right to inspect/review educational records. ▪ Right to file a complaint with the U.S. Department of Education if FCS fails to comply with FERPA. Fulton County School System informs parents of these rights through the records law letter given out at the beginning of each school year.

5. What is a Retention Schedule?_______________________________________________________________________________________________ A retention schedule is a set of instructions prescribing how long, where, and what form a record series must be kept. How to Read the Schedules: The five columns in the schedule are: RECORD TITLE The common name of the records and the information contained therein. Record title is also used to describe the function that created the records. DESCRIPTION A brief summary of the records. RETENTION The period of time the record or information must be kept. LEGAL CITATION The specific Federal and/or State Code which stipulates the retention period. This information may not exist for certain records. RETENTION NO. Individual number used to identify records.

6. All Retention Schedules are conveniently posted online www.fultonschools.org/recordsmanagement

7. Specific Retention Schedules

8. Specific Retention Schedules

9. Specific Retention Schedules

10. Specific Retention Schedules

11. Specific Retention Schedules

12. FCS Subpoena Process_______________________________________________ Upon receipt of a subpoena: • Contact and fax the subpoena to the Records Management Office. 404-346-4379 (fax) • The RM Office will check the validity of the subpoena and notify parents. • If no order to block is received, the school will comply with the subpoena and send the records to RM to be mailed to the attorney. • A copy of the subpoena and a response will be sent to the school to be filed in student’s PR.

13. Dr. Tishangi Bennett Program Manager  (404) 346-4377  bennettt@fultonschools.org Kimberly Whitlow Professional Assistant ll  (404) 346-4378 whitlow@fultonschools.org Angela Lane Student Records Specialist (404) 346-4382 lane@fultonschools.org Reginald Hughes Business Records Specialist (404) 346-4383 hughesr@fultonschools.org Contact UsInstructional Technology Center 2370 Union Road SW Atlanta, GA  30331  Fax (404) 346-4384 www.fultonschools.org/recordsmanagement