2021 Program Records Schedule: Local Public School Units

RECORDS RETENTION AND DISPOSITION

SCHEDULE

PROGRAM RECORDS SCHEDULE:

LOCAL PUBLIC SCHOOL UNITS

Issued By:

North Carolina Department of Natural and Cultural Resources

Division of Archives and Records

Government Records Section

October 1, 2021

CONTENTS

Approval ...........................................................................................................................................iv

Front Matter

Executive Summary .......................................................................................................................... v

Legend for Records Schedule ........................................................................................................ viii

Records Retention and Disposition Schedule

Standard 10: Academic Program and Curriculum Records ............................................................ 1

Standard 11: Extracurricular Program Records .............................................................................. 3

Standard 12: Individual Schools’ and Central Office Administrative Records ................................ 5

Standard 13: Operations Records ................................................................................................... 7

Standard 14: Student Records ........................................................................................................ 8

Appendix

Managing Public Records in North Carolina ................................................................................ A-1

Audits, Litigation, and Other Official Action ................................................................................ A-5

Transitory Records ....................................................................................................................... A-6

Destruction of Public Records ...................................................................................................... A-8

Sample Destructions Log ............................................................................................... A-10

Electronic Records: E-mail, Born Digital Records, and Digital Imaging ..................................... A-11

Security Preservation Copies of Records ................................................................................... A-13

Disaster Assistance .................................................................................................................... A-15

Staff Training .............................................................................................................................. A-16

Request Forms

Request for Change in Records Schedule ...................................................................... A-17

Request for Disposal of Unscheduled Records .............................................................. A-18

Request for Disposal of Original Records Duplicated by Electronic Means .................. A-19

File Plan ...................................................................................................................................... A-20

Index ........................................................................................................................................ A-21

2021 Program Records Schedule: Local Public School Units

Program Records Retention and Disposition Schedule:

Local Public School Units

The records retention and disposition schedule and retention periods governing the records series listed herein are

hereby approved. This approval extends to and includes the program operational records in the 2021 Program

Records Schedule: Local Public School Units:

10. Academic Program and Curriculum Records

11. Extracurricular Program Records

12. Individual Schools’ and Central Office Administrative Records

13. Operations Records

14. Student Records

In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed

that the records do not and will not have further use or value for official business, research, or reference purposes

after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed

of by the agency or official having custody of them without further reference to or approval of either party to this

agreement.

Destructions

G.S. § 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of public

records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M .0510 when deciding on a

method of destruction. The North Carolina Administrative Code states:

“(a) Paper records which have met their required retention requirements and are not subject to legal or other

audit holds should be destroyed in one of the following ways:

1. burned, unless prohibited by local ordinance;

2. shredded, or torn up so as to destroy the record content of the documents or

material concerned;

3. placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the

documents or materials concerned; or

4. sold as waste paper, provided that the purchaser agrees in writing that the documents or

materials concerned will not be resold without pulverizing or shredding the documents so that

the information contained within cannot be practicably read or reconstructed.

(b) When used in an approved records retention and disposition schedule, the provision that electronic records are

to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and

metadata may not be practicably reconstructed.

of any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a

manner that the information cannot be read or reconstructed under any means.”

All local government agencies should maintain logs of their destructions either in the minutes of their governing

board or in their Records Management file. Confidential records will be destroyed in such a manner that the

records cannot be practicably read or reconstructed.

Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.

Audits and Litigation Actions

Records subject to audit or those legally required for ongoing official proceedings must be retained until released

from such audits or official proceedings, notwithstanding the instructions of this schedule.

2021 Program Records Schedule: Local Public School Units

Electronic Records

All local government agencies and the Department of Natural and Cultural Resources concur that the long-term

and/or permanent preservation of electronic records requires additional commitment and active management by

the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department

of Natural and Cultural Resources regarding the creation and management of electronic records.

Local government agencies should consider retention requirements and disposition authorities when designing

and implementing electronic records management systems. Any type of electronically-created or electronically-

stored information falls under the North Carolina General Assembly’s definition of public records cited above. For

example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets,

databases, and PDFs all fall within this definition of public records. In addition, G.S. § 132-6.1(a) specifies:

“Databases purchased, leased, created, or otherwise acquired by every public agency containing public

records shall be designed and maintained in a manner that does not impair or impede the public agency's

ability to permit the public inspection and examination of public records and provides a means of

obtaining copies of such records. Nothing in this subsection shall be construed to require the retention by

the public agency of obsolete hardware or software.”

Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an

agency wishes to destroy the original paper records before their assigned retention periods have been met, the

agency must establish an electronic records policy, including putting into place procedures for quality assurance

and documentation of authorization for records destructions approved by the Government Records Section. This

electronic records policy and releases for destruction of records must be approved by the Government Records

Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are

considered the records custodian obligated to produce requested records, even if said records are being

maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information

should be carefully negotiated to specify how records can be exported in case a vendor goes out of business or the

agency decides to award the contract to a different vendor.

Reference Copies

All local government agencies and the Department of Natural and Cultural Resources agree that certain records

series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been

designated by retention periods that allow these records to be destroyed when “reference value ends.” All local

government agencies hereby agree that they will establish and enforce internal policies setting minimum retention

periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction “destroy

when reference value ends.” If a local government agency does not establish internal policies and retention

periods, the local government agency is not complying with the provisions of this retention schedule and is not

authorized by the Department of Natural and Cultural Resources to destroy the records with the disposition

instruction “destroy when reference value ends.”

Record Copy

A record copy is defined as “The single copy of a document, often the original, that is designated as the official

copy for reference and preservation.”

The record copy is the one whose retention and disposition is mandated by

this schedule; all additional copies are considered reference or access copies and can be destroyed when their

usefulness expires. In some cases, postings to social media may be unofficial copies of information that is captured

elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social

media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to

designate clearly what position or office is required to maintain an official record for the duration of its

designated retention period.

Society of American Archivists, Dictionary of Archives Terminology.

iii

2021 Program Records Schedule: Local Public School Units

Transitory Records

Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and that need

not be set aside for future use.”

North Carolina has a broad definition of public records. However, the Department of Natural and Cultural

Resources recognizes that some records may have little or no long-term documentary or evidential value to the

creating agency. These records are often called transitory records. They may be disposed of according to the

guidance below. However, all public employees should be familiar with their appropriate retention schedule and

any other applicable guidelines for their office. If there is a required retention period for these records, that

requirement must be followed. When in doubt about whether a record is transitory or whether it has special

significance or importance, retain the record in question and seek guidance from a DNCR records analyst.

Routing slips and transmittal sheets adding no information to that contained in the transmitted material have

minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise

disposed of after receipt of the material has been confirmed. Similarly, “while you were out” slips, memory aids,

and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once

the official action these records are supporting has been completed and documented. These records may be

destroyed or otherwise disposed of once the action has been resolved.

Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the

creation of another record. All drafts and working papers are public records subject to all provisions of Chapter

132 of the General Statutes, but many of them have minimal value after the final version of the record has been

approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or

conclusions of the official record. Drafts and working documents that may be destroyed after final approval

include:

• Drafts and working papers for internal and external policies

• Drafts and working papers for internal administrative reports, such as daily and monthly activity reports;

• Drafts and working papers for internal, non-policy-level documents, such as informal workflows and

manuals; and

• Drafts and working papers for presentations, workshops, and other explanations of agency policy that is

already formally documented.

Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after

completion of data entry and after all verification and quality control procedures, so long as these records are not

required for audit or legal purposes. However, if the forms contain any analog components that are necessary to

validate the information contained on them (e.g., a signature or notary’s seal), they must be retained according to

the disposition instructions for the records series encompassing the forms’ function.

Ibid.

EXECUTIVE SUMMARY

 According to N.C. Gen. Stat. § 121-5(b) and N.C. Gen. Stat. § 132-3, you may destroy public records

only with the consent of the Department of Natural and Cultural Resources (DNCR). The State

Archives of North Carolina is the division of DNCR charged with administering a records

management program. This schedule is the primary way the State Archives of North Carolina gives

its consent. Without approving this schedule, your agency is obligated to obtain the State Archives

of North Carolina’s permission to destroy any record, no matter how insignificant.

 Each records series listed on this schedule has specific disposition instructions that will indicate

how long the series must be kept in your office. In some cases, the disposition instructions are

simply “retain in office permanently,” which means that those records must be kept in your office

forever. In other cases, the retention period may be “destroy in office when reference value ends.”

An agency may have reference copies of materials, meaning “a copy of a record distributed to

make recipients aware of the content but not directing the recipient to take any action on the

matter” (from Society of American Archivists, Dictionary of Archives Terminology). Your agency

must establish and enforce internal policies by setting minimum retention periods for the records

that the State Archives of North Carolina has scheduled with the disposition instructions, “destroy

when reference value ends.”

 E-mail is a record as defined by N.C. Gen. Stat. § 121-5 and N.C. Gen. Stat. § 132. It is the content

of the e-mail that is critical when determining the retention period of a particular e-mail, including

attachments, not the media in which the record was created. It is important for all agency

employees and officials to determine the appropriate records series for specific e-mails and retain

them according to the disposition instructions listed with the identified record series.

 The State Archives of North Carolina recommends that all agency employees and officials view the

tutorials that are available online through the State Archives website in order to familiarize

themselves with records management principles and practices. The State Archives of North

Carolina’s online tutorials include topics such as records management and scanning guidelines.

 The State Archives of North Carolina creates security preservation record copies for minutes and

selected other records of governing bodies and commissions, adoption records, and maps and

plats. Agencies can request copies of the digital images made during this process. Contact the

appropriate Records Management Analyst to begin this process.

 If you have records that are not listed in this schedule, contact a Records Management Analyst. An

analyst will discuss the nature of the records with you to determine if the records have historical

value. If the records do not have historical value, we will ask you to complete a

Request for

Disposal of Unscheduled Records (page A-18) for records that are no longer being created.

 In order to protect against unauthorized or improper disclosure, custodians of student records

should be familiar with 20 USCA 1232g, the federal Family Educational Rights and Privacy Act

(FERPA). Provisions of this act governing access to student records and release of information from

them should be applied along with N.C. Gen. Stat. § 115C-402, the state statute governing student

records.

2021 Program Records Schedule: Local Public School Units

 The following federal and state legislation contains requirements that affect the maintenance of

student educational records. “Records” as defined in Section 99.3 of the Family Educational Rights

and Privacy Act (34 CFR 99.3) regulations means any information or data recorded in any medium,

including but not limited to, handwriting, print, computer media, video or audio tape, film,

microfilm, and microfiche. “Educational records” means records which (1) are directly related to

the student and are maintained by an agency or institution or (2) by a party acting for the party or

institution.

I. 34 CFR 99.20: The Family Educational Rights and Privacy Act of 1974: Request to Amend Records

a) The parent of a student or an eligible student who believes that information contained in

the educational records of the student is inaccurate or misleading or violates the privacy

or other rights of the student may request that the educational agency or institution that

maintains the records amend them.

b) The educational agency or institution shall decide whether to amend the education

records of the student in accordance with the request within a reasonable period of time

of receipt of the request.

c) If the educational agency or institution decides to refuse to amend the education records

of the student in accordance with the request, it shall so inform the parent of the student

or the eligible student of the refusal and advise the parent or the eligible student of the

right to a hearing under Section 99.21 (34 CFR 99.21).

II. 34 CFR 300.624: Education of Individuals With Disabilities Education Act: Destruction of

Information

a) The public agency shall inform parents when personally identifiable information collected,

maintained, or used under this part is no longer needed to provide educational services to

the child.

b) The information must be destroyed at the request of the parents. However, a permanent

record of a student’s name, address, and phone number, his or her grades, attendance

record, classes attended, grade level completed, and year completed may be maintained

without time limitation.

Comment: Under Section 300.624, the personally identifiable information of a disabled child

may be retained permanently unless the parents request it be destroyed. Destruction of

records in accordance with an approved retention schedule is the best protection against

improper and unauthorized disclosure. However, the records may be needed for other

purposes. When informing parents of their rights under this section, educational agencies

should remind them the information contained in the records may be needed by the child or the

parents to qualify for future services or benefits. If the parents still request the information be

destroyed, the educational agency may only retain information described in b).

III. N.C. Gen. Stat. § 115C, Article 29: Elementary and Secondary Education: Protective Provisions

and Maintenance of Student Records: Student records; maintenance; contents; confidentiality.

vii

2021 Program Records Schedule: Local Public School Units

a) The official record of each student enrolled in North Carolina public schools shall be

permanently maintained in the files of the appropriate school after the student graduates,

or should have graduated, from high school unless the local board determines that such

files may be filed in the central office or other location designated by the local board for

that purpose.

b) The official record shall contain, as a minimum, adequate identification data including date

of birth, attendance data, grading and promotion data, and such other factual information

as may be deemed appropriate by the local board of education having jurisdiction over the

school wherein the record is maintained. Each student's official record also shall include

notice of any long-term suspension or expulsion imposed pursuant to N.C. Gen. Stat. §

115C-390.7 through 115C-390.11 and the conduct for which the student was suspended or

expelled. The superintendent or the superintendent's designee shall expunge from the

record the notice of suspension or expulsion if the following criteria are met:

(1) One of the following persons makes a request for expungement:

a. The student's parent, legal guardian, or custodian.

b. The student, if the student is at least 16 years old or is emancipated.

(2) The student either graduates from high school or is not expelled or

suspended again during the two-year period commencing on the date of the

student's return to school after the expulsion or suspension.

(3) The superintendent or the superintendent's designee determines that the

maintenance of the record is no longer needed to maintain safe and orderly

schools.

(4) The superintendent or the superintendent's designee determines that the

maintenance of the record is no longer needed to adequately serve the child.

c) Notwithstanding subdivision (b)(1) of this section, a superintendent or the

superintendent's designee may expunge from a student's official record any notice of

suspension or expulsion provided all other criteria under subsection (b) are met.

d) Each local board's policy on student records shall include information on the procedure for

expungement under subsection (b) of this section.

e) The official record of each student is not a public record as the term "public record" is

defined by N.C. Gen. Stat. § 132-1. The official record shall not be subject to inspection and

examination as authorized by N.C. Gen. Stat. § 132-6.

f) The actual address and telephone number of a student who is a participant in the Address

Confidentiality Program established pursuant to Chapter 15C of the General Statutes or a

student with a parent who is a participant in the Address Confidentiality Program

established pursuant to Chapter 15C of the General Statutes shall be kept confidential

from the public and shall not be disclosed except as provided in Chapter 15C of the

General Statutes.

viii

2021 Program Records Schedule: Local Public School Units

LEGEND FOR RECORDS SCHEDULE

This records retention and disposition schedule applies to records in all media, unless otherwise

specified.

– symbol designating that one or more records in this series may be confidential or may include

confidential information.

Item # – an identifying number assigned to each records series for ease of reference.

Series – “a group of similar records that are . . . related as the result of being created, received, or used

in the same activity.” (From Society of American Archivists, Dictionary of Archives Terminology).

Series in this schedule are based on common functions in government offices.

Records Series Title – a short identification of the records in a series, based on their common function.

Series Description – a longer description of the records in a series, often including the types of records

that can frequently be found in that series. This information is included underneath the Records

Series Title.

Disposition Instructions – instructions dictating the length of time a series must be retained and how

the office should dispose of those records after that time.

Citation – a listing of references to statutes, laws, and codes related to the records series. Citations can

include:

• Authority: governing the creation of records

• Confidentiality: limiting access to public records

• Retention: setting a retention period

Throughout this schedule, items that cross-reference other items within this schedule are indicated with

a SEE ALSO reference. If you hover your cursor over one of these items, you will see the hand tool that

will enable you to click on the item to follow the link to that location.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated.

See also AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION

, page A-5.

Sample records series title and description with cross-

reference included

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

10: Academic Program and Curriculum

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 10: ACADEMIC PROGRAM AND CURRICULUM RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

10.01

COURSE MATRIX

Records concerning the scheduling of courses at a school.

Includes timetable reports, teacher assignments, and

other related records.

SEE ALSO: Student Scheduling Records

(STANDARD 14:

STUDENT RECORDS).

Destroy in office after superseded or obsolete.

10.02

CURRICULUM RECORDS

Records used to establish course requirements and scope

for various areas of study. Includes approved instructional

resources, objectives, methods of evaluation, handbooks,

curriculum course guides, pacing guides, assessment

guides, and testing guides.

a) Retain in office permanently documentation of major

revisions developed or initiated by the local public

school unit or board of education.

b) Destroy in office remaining records when superseded

or obsolete.

10.03

EDUCATIONAL PROGRAM FOLLOW-UP RECORDS

Follow-up studies of former students of educational

programs.

Destroy in office after 5 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

STANDARD 10: PROGRAM OPERATIONAL RECORDS – ACADEMIC PROGRAM AND CURRICULUM RECORDS

Records concerning the development and administration of the local public school unit’s curriculum and instruction, including special academic programs

such as academically and intellectually gifted programs, education for students with disabilities, and vocational education.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

10: Academic Program and Curriculum

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 10: ACADEMIC PROGRAM AND CURRICULUM RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

10.04

EDUCATIONAL PROGRAM RECORDS

Records concerning the development and

implementation of a local public school unit’s educational

programs, including programs for academically gifted

students, programs for students with disabilities, and

career and technical education programs.

SEE ALSO: Educational Program Placement Records

(STANDARD 14: STUDENT RECORDS).

Destroy in office 5 years after superseded or obsolete.

10.05

STANDARDIZED TEST ADMINISTRATION RECORDS

Records concerning the administration of standardized

tests. Includes testing materials, proctor guidelines and

reports, anonymized and aggregated testing data, and

other related records.

SEE ALSO: Standardized Test Responses and Scores

(STANDARD 14: STUDENT RECORDS).

a) Destroy in office test materials according to directions

from the Department of Public Instruction,

Accountability Services Division.

b) Destroy in office remaining records after 3 years.

10.06

TEACHER LESSON PLANS

Records created by teachers for the classes or subjects

they teach. Includes syllabi, pacing guides, worksheets,

discussion notes, tests, problem-solving materials, class

recordings, and other related records used to obtain an

instructional objective.

Destroy in office when superseded or obsolete.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

11: Extracurricular

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 11: EXTRACURRICULAR PROGRAM RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

11.01

ATHLETIC PROGRAM RECORDS

Records concerning athletics programs. Includes student

eligibility records, physical exams, parental consent

forms, waivers, application forms, entry forms, schedules,

participation requirement forms, and other related

records.

Destroy in office 2 years after program season ends.

Confidentiality:

42 USC 1320d-6

11.02

STUDENT AWARDS AND HONORS RECORDS

Records concerning awards and honor societies. Includes

applications, lists of eligible students, lists of recipients,

teacher evaluations and comments, and lists of students

selected for honor society membership.

SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL

GOVERNMENT AGENCIES, Scholarship Records

(STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS).

Destroy in office when reference value ends.±

Agency Policy: Destroy in office after ________ _____

11.03

STUDENT ELECTION RECORDS

Records concerning student elections for club officials,

student government, pageants, resolutions, and other

school-related polling.

Destroy in office when reference value ends.±

Agency Policy: Destroy in office after ________ _____

STANDARD 11: PROGRAM OPERATIONAL RECORDS – EXTRACURRICULAR PROGRAM RECORDS

Records concerning the administration of programs for students that are not directly related to the granting of diplomas and certificates.

Note: Records concerning individual student enrollment and achievement in academic programs are found in Standard 14: Student Records.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

11: Extracurricular

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 11: EXTRACURRICULAR PROGRAM RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

11.04

STUDENT ORGANIZATION RECORDS

Records concerning student organizations at schools.

Includes membership lists, records of activities,

scrapbooks, minutes (when produced), and other related

records.

a) Retain in office records with historical value

permanently.

b) Destroy in office remaining records when reference

value ends.

Agency Policy: Destroy in office after ________ _

11.05

STUDENT PUBLICITY RECORDS

Records of student-created content circulated on official

channels. Includes audio and video broadcasts, print

publications, and content created for social media

platforms.

a) Retain in office records with historical value

permanently.

b) Destroy in office remaining records after 1 year.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

12: Individual Schools’ and Central Office

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 12: INDIVIDUAL SCHOOLS’ AND CENTRAL OFFICE ADMINISTRATIVE RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

12.01

AGGREGATED REPORTS AND DATA

Reports and data compiled by individual schools or local

public school units from individual school reports or

aggregated student data and submitted to state agencies

or the General Assembly due to state or federal

requirements. Includes second month reports, school

violence reports, principals’ monthly reports, salary

information reports, superseded reports, and other

related records; as well as reports required to be

submitted per the terms of a grant.

a) For reports and data submitted per the terms of a

grant, follow disposition instructions for Grants in the

General Records Schedule: Local Government

Agencies.

b) Destroy in office remaining records after 3 years.

Retention Note: Individual reports and data may be

permitted or required to be submitted through centralized

electronic student data portals, depending on requirements

issued by the North Carolina Department of Public

Instruction. In these cases, the retention periods apply to

the local public school unit’s instance of the data submitted

through these portals.

12.02

FIELD TRIP AUTHORIZATIONS

Records concerning the authorization of school-

sponsored trips by the school or central office

administration. Includes date(s) of trip, purpose,

destination, itinerary, academic justification, and other

related records.

SEE ALSO: Parent/Guardian Authorization Records

(STANDARD 14: STUDENT RECORDS).

Destroy in office after 1 year.

STANDARD 12: PROGRAM OPERATIONAL RECORDS – INDIVIDUAL SCHOOLS’ AND CENTRAL OFFICE ADMINISTRATIVE RECORDS

Records created and received by individual school and central office staff in the performance of job-related activities.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

12: Individual Schools’ and Central Office

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 12: INDIVIDUAL SCHOOLS’ AND CENTRAL OFFICE ADMINISTRATIVE RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

12.03

SCHOOL LIBRARY/MEDIA CENTER RECORDS

Records concerning the management of school libraries

and media centers. Includes holdings and circulation

records as well as patron records.

Destroy in office when superseded or obsolete.

12.04

STUDENT HANDBOOK

Records concerning handbooks or similar items supplied

to students to communicate attendance policy,

disciplinary policies and procedures, graduation

requirements, academic policies, and general school rules

and regulations

a) Retain 1 copy in office permanently.

b) Destroy in office remaining copies when reference

value ends.

Agency Policy: Destroy in office after ________ _

12.05

TEACHER AND STAFF ALLOTMENT WAIVERS

Applications to and waivers received from the State Board

of Education to vary from standard allocations and

allotments of teachers and staff in statutorily-mandated

positions.

Destroy in office 5 years after expiration.

12.06

TITLE IX RECORDS

Records of complaints and any actions, including

supportive measures, taken in response to a report or

formal complaint of sexual harassment.

a) Destroy in office investigation records 7 years after

resolution of matter and expiration of all appeal rights.

b) Destroy in office training records after 7 years.

Confidentiality:

20 USC 1232g

Retention:

34 CFR 106.45(b)(10)

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

13: Operations

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 13: OPERATIONS RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

13.01

FOOD SERVICE PROGRAMS

Records concerning food service programs. File includes

daily meal production records, commodity inventory

reports, analysis reimbursement/claim reports,

verification reports, and other related records created

according to U.S. Department of Agriculture regulations.

Destroy in office after 3 years.*

13.02

FREE AND REDUCED-PRICE MEALS APPLICATIONS

Applications for free and reduced-price meals.

a) Destroy in office any rejected applications after 1 year.

b) Destroy in office remaining records 3 years after

expiration.*

Confidentiality:

G.S. 115C-402

G.S. 132-1.10(b)(5)

13.03

SCHOOL BUS ROUTES

Records concerning routes designed for school buses.

Includes descriptions of routes, maps, passenger lists, bus

run reports, and other related records.

Destroy in office 3 years after superseded or obsolete.

13.04

SEAT BELT RECORDS

Records concerning the use and installation of seat belts

and other restraint systems in school buses. Includes

consent forms.

Destroy in office when superseded or obsolete.

STANDARD 13: PROGRAM OPERATIONAL RECORDS – OPERATIONS RECORDS

Records concerning support operations for public schools, including nutritional services and student transportation.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.01

ACADEMIC ACTION AUTHORIZATIONS

Records concerning changes made to students’

cumulative records.

SEE ALSO: North Carolina Cumulative Records (below).

Destroy in office 2 years after student graduates or

withdraws.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.02

ATTENDANCE RECORDS

Records of each student’s daily, weekly, monthly, and/or

yearly school attendance. Includes check-in/check-out

logs, and individual classroom attendance reports.

a) Post information to student’s cumulative record

(North Carolina Cumulative Records, below) pursuant

to local board of education requirements.

b) Destroy in office classroom attendance records after 1

year.

c) Destroy in office remaining records after 5 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.03

DISCIPLINE RECORDS

Records concerning adverse student behavior. Includes

violent incident reports, discipline profile reports,

disciplinary action plans, classroom detention notices, in-

school and out-of-school suspension records,

correspondence between parents/guardians and school

personnel, behavior logs, incident reports, documentation

of actions taken by school officials and/or law

enforcement officers, and other related records.

a) Post information to student’s cumulative record

(North Carolina Cumulative Records, below) pursuant

to local board of education requirements.

b) Destroy in office remaining records after 5 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

STANDARD 14: PROGRAM OPERATIONAL RECORDS – STUDENT RECORDS

Records concerning individual enrollment and achievement of students within the local public school unit.

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.04

DRIVER EDUCATION RECORDS

Records concerning students’ eligibility to obtain learner’s

permits or provisional driver’s licenses. Includes driving

eligibility forms, permit/license revocation letters, driver

education completion certificates, and other related

records.

a) Post appropriate information to student’s cumulative

record, if required by the local board of education.

b) Destroy in office remaining records when student

reaches 18 years of age or obtains a high school

diploma or its equivalent, whichever occurs first.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.05

EDUCATIONAL PROGRAM PLACEMENT RECORDS

Records concerning the placement of students in

educational programs. Includes student evaluations,

aptitude tests, performance records and reports,

apprenticeship and cooperative placement records, and

other related records.

For placement records of students covered by the

Individuals with Disabilities Education Act, see Specially

Differentiated Instruction for Children with Disabilities

Records (below). SEE ALSO: Educational Program Records

(STANDARD 10: ACADEMIC PROGRAM AND CURRICULUM

RECORDS).

Destroy in office 5 years after student is no longer enrolled

in program.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.06

ENROLLMENT AND WITHDRAWAL RECORDS

Records documenting when students enroll in or

withdraw from school, including transfers to other

schools or districts. Includes student information sheets

and withdrawal forms.

a) Post information to student’s cumulative record

(North Carolina Cumulative Records, below) pursuant

to local board of education requirements.

b) Destroy in office remaining records after 3 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.07

GRADES

School’s and classrooms’ records documenting individual

student grades. Includes teacher grade books, progress

reports, grade reports for each grading period, semester

or midterm averages, final averages, student report cards,

and marks gathering forms. Also includes student

promotion status.

a) Post information to student’s cumulative record

(North Carolina Cumulative Records, below) pursuant

to local board of education requirements.

b) Destroy in office classroom grade records after 1 year.

c) Destroy in office remaining records after 5 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.08

GUIDANCE RECORDS

Records concerning counseling and advisement sessions

with students. Includes session notes and reports,

interview forms, student test profiles, aptitude test

scores, approved schedule forms, recommendations,

references, career planning forms, correspondence, and

other related records.

Destroy in office after 5 years.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.09

HEALTH ASSESSMENT FORMS

Records required to be submitted to schools as a

condition of the student’s enrollment and used by school

health staff as a baseline to develop student health

records. Includes health assessment transmittal forms,

symptom checklists, and physician records.

Destroy in office after 1 year.

Authority:

G.S. 130A-440

G.S. 130A-441

Confidentiality:

42 USC 1320d-6

G.S. 115C-402

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.10

HEALTH CARE PLANS

Records documenting planned health care for individual

students, including emergency action plans, asthma

action plans.

For physicians’ orders and documentation of medical

actions taken for the student, see Health Records (below).

For health care plans generated under Section 504 of the

1973 Rehabilitation Act, see

Reasonable Accommodations

for Children with Disabilities (below).

a) Destroy in office 10 years after superseded or obsolete

plans for students whose care is funded by Medicaid.*

b) Destroy in office remaining records when superseded

or obsolete.

Confidentiality:

42 USC 1320d-6

G.S. 115C-402

14.11

HEALTH RECORDS

Records documenting medical care given to students.

Includes physicians’ orders, medical permissions,

medication authorizations and administration logs,

treatment orders, diet orders, outside medical records,

and other related records.

a) Destroy in office immediately outside medical records

not relevant to providing care of accommodation in

school.

b) Destroy in office remaining records when student

reaches 30 years of age and has not received services

in 10 years.*

Confidentiality:

42 USC 1320d-6

G.S. 115C-402

14.12

IMMUNIZATION RECORDS

Student immunization records received by the school as a

condition of enrollment. May also include documentation

of a student’s religious or medical exemptions to the

immunization requirement.

a) Transfer to student’s new school upon request.

b) Destroy in office remaining records when student is no

longer enrolled in the school.

Authority:

G.S. 130A-155(b)

Confidentiality:

42 USC 1320d-6

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.13

INTERNATIONAL STUDENTS FILE

Records concerning international students enrolled at the

school. Includes I-20, copy of alien registration receipt

cards, copy of arrival-departure record (I-94), copy of

certificate of eligibility for J-1 visa status (DS-2019),

statement of financial eligibility, correspondence, and

other related records.

Destroy in office 3 years after student graduates or

separates from the school.*

Authority:

8 CFR 214.2(f)

8 CFR 214.3(k)

Confidentiality:

20 USC 1232g

Retention:

8 CFR 214.3(g)

22 CFR 62.10(h)

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.14

NORTH CAROLINA CUMULATIVE RECORDS

Cumulative record of students’ elementary and secondary

educational career. Pursuant to G.S. 115C-402, includes

“adequate identification data including date of birth,

attendance data, grading and promotion data, and such

other factual information as may be deemed appropriate

by the local board of education having jurisdiction over

the school wherein the records is maintained.” Also

includes notice of any long-term suspension or expulsion

imposed and the conduct for which the student was

suspended or expelled (unless expunged according to

provided criteria). Also includes information on disclosure

of student records to certain parties under the Family

Educational Rights and Privacy Act (FERPA).

SEE ALSO: Student Health Information Disclosure Records

(below).

a) For students who transfer to another school, transfer

student’s cumulative record to the school receiving

the transfer. Destroy original school’s cumulative

records for that student upon confirmation of records’

receipt.

b) Retain in office permanently all student information

required by G.S. 115C-402 and the local board of

education. (Note: If other information had been stored

with the cumulative record, it can be purged according

to the retention periods outlined for the individual

items within this Records Retention and Disposition

Schedule.)

c) Destroy in office suspension or expulsion notices in

accordance with G.S. 115C-402.

Retention Notes: According to the Department of Public

Instruction, transcript data stored in a student information system

management platform (e.g., PowerSchool) does not constitute a

sufficient permanent record. Local Public School Units (LPSUs)

must maintain analog (paper or microfilm) cumulative records

once the student graduates or leaves the school system. It is

recommended that permanent records be microfilmed for

permanent preservation 5 years after the student graduates or

would have graduated. See Microfilm, page A-Error! Bookmark

not defined..

Charter schools that close should transfer all cumulative records

to the traditional public school district encompassing the

individual school’s geographic location.

Authority/

Confidentiality/

Retention:

G.S. 115C-402

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.15

PARENT/GUARDIAN AUTHORIZATION RECORDS

Records concerning permissions granted and denied to

the school. Includes emergency contacts, field trip

permissions, recusals from optional class material, names

of persons allowed to remove student from school, and

other related records.

SEE ALSO: Course Matrix

(STANDARD 10: ACADEMIC

PROGRAM AND CURRICULUM RECORDS).

Destroy in office when superseded or obsolete.

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.22

STUDENT SELECTION RECORDS

Records documenting the selection of students at

selective schools such as magnet schools, early college

programs, year-round schools, and charter schools.

Includes selection criteria, applications, recommendations

and student waivers for right of access, transcripts,

committee and review records, appeals, correspondence,

and other related records.

a) Destroy in office selection criteria after superseded or

obsolete.

b) Post information to accepted student’s cumulative

record (North Carolina Cumulative Records, above)

pursuant to local board of education requirements.

c) Destroy in office remaining records for accepted

students 2 years after enrollment.

d) For non-enrolled students and denied applications,

destroy in office 1 year after application period.*

Confidentiality:

20 USC 1232g

G.S. 115C-402

2021 PROGRAM RECORDS SCHEDULE: LOCAL PUBLIC SCHOOLS UNITS

14: Student Records

* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL

ACTION, page A-5.

± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural

Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.

ITEM #

STANDARD 14: STUDENT RECORDS

RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION

14.23

STUDENT WORK

Records created by students. Includes classwork,

homework, term papers, assignment books, notebooks,

responses to locally-generated assessments, and other

related records.

Destroy in office after 1 year (if not already returned to

student).

Confidentiality:

20 USC 1232g

G.S. 115C-402

14.24

TRANSCRIPT REQUESTS

Records documenting requests for student transcripts.

Destroy in office after 1 year.

A-1

MANAGING PUBLIC RECORDS IN NORTH CAROLINA

Q. What is this “records retention and disposition schedule”?

A. This document is a tool for the employees of local government agencies across North Carolina to

use when managing the records in their offices. It lists records commonly found in agency

offices and gives an assessment of their value by indicating how long those records should be

retained. This schedule is also an agreement between your agency and the State Archives of

North Carolina.

This schedule serves as the inventory and schedule that the State Archives of North Carolina is

directed by N.C. Gen. Stat. § 121-5(c) and N.C. Gen. Stat. § 132-8 to provide. It supersedes all

previous editions, including all amendments.

Q. How do I get this schedule approved?

A. This schedule must be approved by your governing body for use in your agency. That approval

should be made in a regular meeting and recorded as an action in the minutes. It may be done

as part of the consent agenda, by resolution, or other action.

Q. Am I required to have all the records listed on this schedule?

A. No, this is not a list of records you must have in your office.

Q. What is “reference value”?

A. Items containing “reference value” in the disposition instructions are generally records that hold

limited value, which is typically restricted to those documenting routine operations within the

office. A minimum retention period should be established by the office for any items containing

the phrase “destroy in office when reference value ends” in the disposition instructions.

Q. Do the standards correspond to the organizational structure of my agency?

A. Records series are grouped into standards to make it easier for users to locate records and their

disposition instructions. You may find that the groupings reflect the organizational structure of

your agency, or you may find that records are located in various standards depending on the

content of the record. The intent of the schedule’s organization is to provide an easy reference

guide for the records created in your agency.

Q. What if I cannot find some of my records on this schedule?

A. Sometimes the records are listed in a different standard than how you organize them in your

office. Be sure to check the Index and utilize the search function on the PDF version of the

schedule to facilitate the location of records series. If you still cannot locate your records on the

schedule, contact a Records Management Analyst. We will work with you to amend this records

schedule so that you may destroy records appropriately. The Request for Change in Records

Schedule form (see page A-17) can be used for such requests.

Q. What are public records?

A. The General Statutes of North Carolina, Chapter 132, provides this definition of public records:

“Public record” or “public records” shall mean all documents, papers, letters, maps, books,

photographs, films, sound recordings, magnetic or other tapes, electronic data-processing

records, artifacts, or other documentary material, regardless of physical form or

A-2

characteristics, made or received pursuant to law or ordinance in connection with the

transaction of public business by any agency of North Carolina government or its

subdivisions. Agency of North Carolina government or its subdivisions shall mean and

include every public office, public officer or official (State or local, elected or appointed),

institution, board, commission, bureau, council, department, authority or other unit of

government of the State or of any county, unit, special district or other political subdivision

of government.

Q. Is any person allowed to see my records?

A. Yes, except as restricted by specific provisions in state or federal law. N.C. Gen. Stat. § 132-6

instructs:

“Every custodian of public records shall permit any record in the custodian’s custody to be

inspected and examined at reasonable times and under reasonable supervision by any

person, and shall, as promptly as possible, furnish copies thereof upon payment of any fees

as may be prescribed by law. … No person requesting to inspect and examine public records,

or to obtain copies thereof, shall be required to disclose the purpose or motive for the

request.”

Q. What about my confidential records?

A. Not all government records are open to public inspection. Exceptions to the access

requirements in N.C. Gen. Stat. § 132-6 and the definition of public records in N.C. Gen. Stat. §

132-1 are found throughout the General Statutes. You must be able to cite a specific provision

in the General Statutes or federal law when you restrict or deny access to a particular record.

Q. Am I required to make available to the public copies of drafts that have not been

approved?

A. Yes, even if a report, permit, or other record has not been finalized, it is still a public record

subject to request. Any record that is not confidential by law must be provided when a request

is received, whether it is “finished” or not.

Q. What do I do with permanent records?

A. Permanent records should be maintained in the office that created the records, forever.

The Department of Natural and Cultural Resources (DNCR) is charged by the General Assembly

with the administration of a records management program (N.C. Gen. Stat. § 121-4 (2) and §

132-8.1) and the maintenance of “a program for the selection and preservation of public records

considered essential to the operation of government and to the protection of the rights and

interests of persons” (§ 132-8.2). Permanent records with these characteristics require

preservation duplicates that are human-readable (paper or microfilm). Some examples of these

characteristics include:

 Affect multiple people, without regard to relation

 Have significance over a long span of time

 Document governance

 Document citizenship

Examples of records with these characteristics:

 Minutes of governing bodies at the state and local levels are the basic evidence of our system

of governance, and are routinely provided for the public to read.

A-3

 Records, such as deeds and tax scrolls, about land document changes in ownership and

condition. Counties maintain offices expressly for the purpose of making those records

available to the public. Other records in local and state governments document potential

public health hazards, such as hazardous materials spills.

 Adoptions, marriages, and divorces document changes in familial relationships. Though

adoptions are confidential (not available for public inspection), they document changes in

inheritance and familial succession.

 Court records, such as wills, estates, and capital cases, affect people within and across family

groups, are made available for public inspection, and often involve transactions related to

the examples above.

See the Human-Readable Preservation Duplicates policy issued by the North Carolina

Department of Natural and Cultural Resources (

https://archives.ncdcr.gov/government/digital-

records/digital-records-policies-and-guidelines/human-readable-preservation) and check with a

records analyst to determine whether your permanent records require a preservation duplicate.

Q. What is historical value?

A. Historical records document significant events, actions, decisions, conditions, relationships, and

similar developments. These records have administrative, legal, fiscal, or evidential importance

for the government or its constituents. Two criteria for determining historical value are

inherent interest and extraordinary documentation:

• Inherent interest is created by non-routine events, by the involvement of famous parties, and

by compelling contexts. For instance, foreclosure proceedings from the 1930s have high

historical value because they date from the era of the Great Depression.

• Extraordinary documentation is found in records that shed light on political, public, or social

history. For instance, the records from the replevin case that returned the Bill of Rights to

North Carolina hold more historical value than most property case files because of the political

history intertwined with this case.

SANC has further elaborated selection criteria that help distinguish records with historical value:

• Do they protect the rights and property of residents and organizations?

• Do they have a long-term impact on residents and organizations?

• Do they document the core functions of an agency?

• Do they document high-level decision-making that shapes an agency’s policies or initiatives?

• Do they summarize an agency’s activities?

Call a Records Management Analyst for further assistance in assessing historical value.

Q. What if I do not have any records?

A. Nearly every position in government generates, receives, or uses records. Computer files of any

kind, including drafts and e-mail, are public records. Even if your records are not the official or

final version, your records are public records. Not all records have high historical, legal, or fiscal

value, but they all must be destroyed in accordance with the provisions of the appropriate

records schedule.

A-4

Q. I have a lot of unsorted records. What’s a good first step for getting a handle on

these records?

A. We encourage you to create a file plan of what records you have. When you create this plan,

you can match each record to its placement on this schedule or on the appropriate retention

schedule. A sample file plan is available on page A-20. Having a file plan can help you strategize

how to best organize your physical or digital records. A file plan is also useful in disaster

planning and scheduling destructions.

Q. May I store our unused records in the basement, attic, shed, etc.?

A. Public records are public property. Though we encourage agencies to find places to store

records that do not take up too much valuable office space, the selected space should be dry,

secure, and free from pests and mold. Your office must ensure that records stored away from

your main office area are well protected from natural and man-made problems while remaining

readily available to your staff and the public.

Q. Our old records are stored in the attic, basement, or off-site building, etc. Are

we required to provide public access to these records?

A. Yes, as long as the records are not confidential by law. You should also be aware that

confidentiality can expire.

Q. Aren’t all our old records at the State Archives of North Carolina?

A. Probably not. The State Archives of North Carolina collects only very specific types of records

from local government offices. Contact a Records Management Analyst for more information

about which records are held or can be transferred to the State Archives of North Carolina for

permanent preservation.

Q. I found some really old records. What should I do with them?

A. Call a Records Management Analyst. We will help you examine the records and assess their

historical value.

Q. Can I give my old records to the historical society or public library?

A. Before you offer any record to a historical society, public library, or any other entity, you must

contact a Records Management Analyst. Permanent records must be kept either in your offices

or at the State Archives of North Carolina.

Q. Whom can I call with questions?

A. If you are located west of Statesville, call our Western Office in Asheville at (828) 250-3103. If

you are east of Statesville, all the way to the coast, call our Raleigh office at (919) 814-6900.

A-5

AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION

Q. Why is there an asterisk in the disposition instructions of so many items on this

schedule?

A. No record involved in a pending or ongoing audit, legal, or other official action may be

destroyed before that audit or action is resolved.

A legal hold or litigation hold means that records that are the subject of the legal hold or

litigation hold must be preserved and thus must not be destroyed until officially released from

the hold. A legal hold or litigation hold is placed when either an official discovery order is served

on the agency requesting the production of the records in question (for a litigation, regulatory

investigation, audit, open records request, etc.) or litigation is pending and the agency is thus on

notice to preserve all potentially relevant records. You must also ensure that for a claim or

litigation that appears to be reasonably foreseeable or anticipated but not yet initiated, any

records (in paper or electronic formats) relevant to such a claim or litigation are preserved and

not destroyed until released by your General Counsel. The records in question must not be

destroyed until the completion of the action and the resolution of all issues that arise from it

regardless of the retention period set forth in this schedule.

We have used an asterisk (*) in the disposition instructions to mark records series that are

commonly audited, litigated, or may be subject to other official actions. However, any record

has this potential. Records custodians are responsible for being aware of potential actions, and

for preventing the destruction of any record that is, or may be reasonably expected to become,

involved in an audit, legal, or other official action.

Records used during routine audits may be destroyed when the governing body accepts the

audit, if the records have completed the retention period listed in this schedule. If time remains

in the retention period, the records must be maintained for the remainder of the period. The

auditor’s working papers must be kept according to the schedule. (On the General Records

Schedule for Local Government Agencies, see Audits: Performance (Standard 1) and Audits:

Financial (Standard 2).) Should a dispute arise over an audit, the records that were audited

should be retained until that dispute is resolved.

The attorney representing the agency should inform records custodians when legal matters are

concluded and records will no longer be needed. Following the conclusion of any legal action,

the records may be destroyed if they have met the retention period in the schedule. Otherwise,

they should be kept for the remaining time period.

A-6

TRANSITORY RECORDS

Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and

that need not be set aside for future use.”

According to North Carolina General Statutes § 121 and § 132, every document, paper, letter, map,

book, photograph, film, sound recording, magnetic or other tape, electronic data processing record,

artifact, or other documentary material, regardless of physical form or characteristics, made or received

in connection with the transaction of public business by any state, county, municipal agency, or other

political subdivision of government is considered a public record and may not be disposed of, erased, or

destroyed without specific approval from the Department of Natural and Cultural Resources.

The Department of Natural and Cultural Resources recognizes that some records may have little or no

long-term documentary or evidential value to the creating agency. These records are often called

“transitory records.” The following questions and answers discuss types of transitory records commonly

created in state government. They may be disposed of according to the guidance below. However, all

public employees should be familiar with the General Records Schedule: Local Government Agencies,

their office’s Program Records Retention and Disposition Schedule, and any other applicable guidelines

for their office. If any of these documents require a different retention period for these records, follow

the longer of the two retention periods. When in doubt about whether a record is transitory, or

whether it has special significance or importance, retain the record in question and seek guidance from

the analyst assigned to your agency.

Q. What do I do with routing slips, fax cover sheets, “while you were out” slips,

memory aids, etc.?

A. Routing slips and transmittal sheets adding no information to that contained in the transmitted

material have minimal value after the material has been successfully transmitted. These records

may be destroyed or otherwise disposed of after receipt of the material has been confirmed.

Similarly, “while you were out” slips, memory aids, and other records requesting follow-up

actions (including voicemails) have minimal value once the official action these records are

supporting has been completed and documented. Unless they are listed on the General

Records Schedule: Local Government Agencies or your office’s Program Records Retention

and Disposition Schedule, these records may be destroyed or otherwise disposed of once

the action has been resolved.

Q. What about research materials, drafts, and other working papers used to create

a final, official record?

A. Drafts and working papers are materials, including notes and calculations, gathered or created

to assist in the creation of another record. All drafts and working papers are public records

subject to all provisions of General Statute § 132, but many of them have minimal value after

the final version of the record has been approved, and may be destroyed after final approval, if

they are no longer necessary to support the analysis or conclusions of the official record. Drafts

and working documents which may be destroyed after final approval include:

• Drafts and working papers for internal and external policies

Society of American Archivists, Dictionary of Archives Terminology.

A-7

• Drafts and working papers for internal administrative reports, such as daily and

monthly activity reports

• Drafts and working papers for internal, non-policy-level documents, such as informal

workflows and manuals; and

• Drafts and working papers for presentations, workshops, and other explanations of

agency policy that are already formally documented.

Q. What if I have forms designed and used solely to create, update, or modify

records in an electronic medium?

A. If these records are not required for audit or legal purposes, they may be destroyed in office

after completion of data entry and after all verification and quality control

procedures. However, if the forms contain any analog components that are necessary to

validate the information contained on them (e.g., a signature or notary’s seal), they should be

retained according to the disposition instructions for the records series encompassing the forms’

function.

See also the State Archives of North Carolina’s guidance on digital signatures found at:

https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-

guidelines#digital-signatures

A-8

DESTRUCTION OF PUBLIC RECORDS

Q. When can I destroy records?

A. Each records series listed on this schedule has specific disposition instructions that indicate how

long the series must be kept in your office. In some cases, the disposition instructions are

“Retain in office permanently,” which means that those records must be kept in your offices

forever.

Q. How do I destroy records?

A. After your agency has approved this records retention and disposition schedule, records should

be destroyed in one of the following ways:

1) burned, unless prohibited by local ordinance;

2) shredded, or torn so as to destroy the record content of the documents or material

concerned;

3) placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the

documents or materials concerned;

4) sold as waste paper, provided that the purchaser agrees in writing that the documents or

materials concerned will not be resold without pulverizing or shredding the documents so

that the information contained within cannot be practicably read or reconstructed.

The provision that electronic records are to be destroyed means that the data, metadata,

and physical media are to be overwritten, deleted, and unlinked so that the data and

metadata may not be practicably reconstructed.

The data, metadata, and physical media containing confidential records of any format are to

be destroyed in such a manner that the information cannot be read or reconstructed under

any means.

— N.C. Administrative Code, Title 7, Chapter 4, Subchapter M, Section .0510

Without your agency’s approval of this records schedule, no records may legally be destroyed.

Q. How can I destroy records if they are not listed on this schedule?

A. Contact a Records Management Analyst. An analyst will discuss the nature of the records with

you to determine if the records have historical value. If the records do have historical value, we

will discuss the possibility of transferring the records to the State Archives of North Carolina to

be preserved permanently.

If the records do not have historical value, we will ask you to complete a Request for Disposal of

Unscheduled Records (page A-18) if the records are no longer being created. If the records are

an active records series, an analyst will help you develop an amendment to this schedule so that

you can destroy the records appropriately from this point forward.

A-9

Q. Am I required to tell anyone about the destructions?

A. We recommend that you report on your records retention activities to your governing board on an

annual basis. This report does not need to be detailed, but it is important that significant

destructions be entered into the minutes of the Board. See a sample destructions log that follows

(and is available online at the State Archives of North Carolina website,

https://archives.ncdcr.gov/government/rm-tools

A-10

archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900

Destructions Log

Agency

Division

Section

Branch

Location(s)

of Records

Records Series

Required

Retention

Date

Range

Volume

(file drawers

or MB)

Media

(Paper,

Electronic)

Date of

Destruction

Method of

Destruction

Authorization for

Destruction

A-11

ELECTRONIC RECORDS:

E-MAIL, BORN-DIGITAL RECORDS, AND DIGITAL IMAGING

Q. When can I delete my e-mail?

A. E-mail is a public record as defined by N.C. Gen. Stat. § 121-5 and § 132. Electronic mail is as

much a record as any paper record and must be treated in the same manner. It is the content

of each message that is important. If a particular message would have been filed as a paper

memo, it should still be filed (either in your e-mail program or in your regular directory

structure), and it should be retained the same length of time as its paper counterparts. It is

inappropriate to destroy e-mail simply because storage limits have been reached. Some

examples of e-mail messages that are public records and therefore covered by this policy

include:

• Policies or directives;

• Final drafts of reports and recommendations;

• Correspondence and memoranda related to official business;

• Work schedules and assignments;

• Meeting agendas or minutes

• Any document or message that initiates, facilitates, authorizes, or completes a business

transaction; and

• Messages that create a precedent, such as issuing instructions and advice.

From the Department of Cultural Resources E-Mail Policy (Revised July 2009),

available at the State Archives of North Carolina website

Other publications (available online at the State Archives of North Carolina website

) that will be

particularly helpful in managing your e-mail include tutorials on managing e-mail as a public

record and on using Microsoft Exchange.

Q. May I print my e-mail to file it?

A. We do not recommend printing e-mail for preservation purposes. Important metadata is lost

when e-mail is printed.

Q. I use my personal e-mail account for work. No one can see my personal e-mail,

right?

A. The best practice is to avoid using personal resources, including private e-mail accounts, for

public business. N.C. Gen. Stat. § § 132-1 states that records “made or received pursuant to law

or ordinance in connection with the transaction of public business by any agency of North

Carolina government or its subdivisions” are public records (emphasis added). The fact that

public records reside in a personal e-mail account is irrelevant.

A-12

Q. We have an imaging system. Are we required to keep the paper?

A. You may scan any record, but you will need to receive approval from the Government Records

Section in order to destroy paper originals that have been digitized. Your agency must develop

an electronic records policy and then submit a Request for Disposal of Original Records

Duplicated by Electronic Means. You can find these templates in the Digital Imaging section of

the State Archives of North Carolina website (

https://archives.ncdcr.gov/government/digital-

records/digital-records-policies-and-guidelines#digital-imaging). Contact a Records

Management Analyst for further instructions on how to develop a compliant electronic records

policy.

Permanent records must have a security preservation copy as defined by State Archives of

North Carolina’s Human-Readable Preservation Duplicate Policy

(N.C. Gen. Stat. § 132-8.2):

Preservation duplicates shall be durable, accurate, complete and clear, and such

duplicates made by a photographic, photo static, microfilm, micro card, miniature

photographic, or other process which accurately reproduces and forms a durable

medium for so reproducing the original shall have the same force and effect for all

purposes as the original record whether the original record is in existence or not. ...

Such preservation duplicates shall be preserved in the place and manner of

safekeeping prescribed by the Department of Natural and Cultural Resources.

The preservation duplicate of permanent records must be either on paper or microfilm.

Non-permanent records may be retained in any format. You will need to take precautions with

electronic records that you must keep more than about 5 years. Computer systems do not have

long life cycles. Each time you change computer systems, you must convert all records to the

new system so that you can assure their preservation and provide access.

Q. Computer storage is cheap. Can I just keep my computer records permanently?

A. The best practice is to destroy all records that have met their retention requirements, regardless

of format.

Q. What are the guidelines regarding the creation and handling of electronic public

records, including text messages and social media?

A. There are numerous documents available on the State Archives of North Carolina website

(https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-guidelines

Topics covered include shared storage, cloud computing, e-discovery, trustworthy digital public

records, digital signatures, e-mail, social media, text messages, websites, digital imaging,

metadata, file formats, database indexing, and security backups.

Note that e-mail, text messages, and social media should be handled according to their content.

Therefore, this schedule does not include a records series that instructs you on how to handle

one of these born-digital records by format; instead of focusing on how the information is

disseminated, consider what content is contained in the e-mail, text message, or social media

post. For instance, an e-mail requesting leave that is sent to a supervisor should be kept for 3

years. (On the General Records Schedule: Local Government Agencies, see Leave Records

(STANDARD 4: HUMAN RESOURCES RECORDS).)

A-13

SECURITY PRESERVATION COPIES OF RECORDS

Cumulative Records (see page 13) should be microfilmed to state standards established by the State

Archives of North Carolina. Paper records that have been microfilmed may be destroyed if the microfilm

has been verified and quality control procedures completed. LPSUs must retain an analog (paper or

microfilm) copy of cumulative records permanently. LPSUs may transfer the microfilm to the State

Archives to be held in security storage. If the LPSU transfers the microfilm to the State Archives for

security storage, this microfilm can act as the LPSU analog records. Digital images of the records created

during the microfilming process can be utilized as the access copy of the record. These digital images

can be utilized for transcript purposes.

Q. What is the advantage to having security preservation copies of records stored

with the State Archives?

A. Having duplicate copies of essential records in a separate location mitigates the risk that you

may lose the only physical copy of a given record in a disaster or other records loss event.

Maintaining offsite duplicates of records, regardless of format, is a good practice to adopt.

The State Archives creates duplicate copies on microfilm because of the durability of the

medium. Silver negative microfilm does not decay for hundreds of years, ensuring that your

records maintain their integrity over time.

Q. What records will the State Archives back up for us?

A. The State Archives provides security imaging services for minutes of major decision-making

boards and commissions. We will also image records of adoptions for Social Services agencies as

well as maps and plats from Registers of Deeds offices. Once those records are imaged, they are

converted to security microfilm. We will store the silver negative (original) microfilm in our

security vault. Contact the Records Management Analyst in charge of imaging coordination for

the most current information.

Q. How do I start the process of backing up the above listed records?

A. We have three processes for creating backup film copies of these records. First, you can send

photocopies of your approved minutes to us in the mail. Simply include a copy of the

Certification of the Preparation of Records for Security Preservation Copy form (available

online at the State Archives of North Carolina website

) with each shipment. For more detailed

instructions, contact a Records Management Analyst.

Secondly, you can bring us your original books. We will film them and return them to you. This

process is most useful when you have more minutes to film than you are willing to photocopy.

It is important to remember that a representative of your office or ours must transport the

original books in person so that the custody of the records is maintained. You should not mail or

ship your original minutes. Contact the Records Management Analyst in charge of imaging

coordination to schedule an appointment for your books to be imaged. We will make every

effort to expedite the filming so that your books will be returned to you as quickly as possible.

A-14

Finally, you can submit these records to the State Archives electronically. Please see our

procedures in “Transfer of Minutes in Digital Formats for Microfilming

” or contact the Records

Management Analyst in charge of imaging coordination for more information.

Q. In the event of a records loss, how do I obtain copies of the security preservation

copies stored at the State Archives?

A. Contact the Records Management Analyst in charge of imaging coordination who will help you

purchase copies of the microfilm from our office. You can then send those reels to a vendor

who can either make new printed books or scan the film to create a digital copy.

Q. Can I obtain digital copies of the security preservation records?

A. Yes, you can request digital copies of records when you submit them to the State Archives for

initial reproduction. Contact the Records Management Analyst in charge of imaging

coordination to initiate a request for digital duplicates.

A-15

DISASTER ASSISTANCE

Q. What should I do in case of fire or flood?

A. Secure the area, and keep everyone out until fire or other safety professionals allow entry.

Then, call our Raleigh office at (919) 814-6903 for the Head of the Government Records Section

or (919) 814-6849 for the Head of the Collections Management Branch. If you’re in the western

part of the state, call our Asheville Office at (828) 250-3103. On nights and weekends, call your

local emergency management office.

DO NOT ATTEMPT TO MOVE OR CLEAN ANY RECORDS.

Damaged records are extremely fragile and require careful handling. Our staff are trained in

preliminary recovery techniques, documenting damage to your records, and authorizing

destruction of damaged records. Professional vendors can handle larger disasters.

Q. What help do you give in case of an emergency?

A. We will do everything we can to visit you at the earliest opportunity in order to provide hands-

on assistance. We can assist you in appraising the records that have been damaged so that

precious resources (and especially time) are not spent on records with lesser value. We can

provide lists of professional recovery vendors that you can contact to preserve your essential

and permanent records.

Q. What can I do to prepare for an emergency?

A. We provide training on disaster preparation that includes a discussion of the roles of proper

inventories, staff training, and advance contracts with recovery vendors. If you would like to

have this workshop presented, call a Records Management Analyst.

Q. What are essential records?

A. Essential records are records that are necessary for continuity of operations in the event of a

disaster. There are two common categories of records that are considered essential:

• Emergency operating records – including emergency plans and directives,

orders of succession, delegations of authority, staffing assignments,

selected program records needed to continue the most critical agency

operations, as well as related policy or procedural records.

• Legal and financial rights records – these protect the legal and financial

rights of the Government and of the individuals directly affected by its

activities. Examples include accounts receivable records, Social Security

records, payroll records, retirement records, and insurance records. These

records were formerly defined as “rights-and-interests” records.

Essential records should be stored in safe, secure locations as well as

duplicated and stored off-site, if possible.

A-16

STAFF TRAINING

Q. What types of workshops or training do you offer?

A. We have a group of prepared workshops that we can offer at any time at various locations

throughout the state. Contact a Records Management Analyst if you are interested in having

one of the workshops presented to your agency. We will work with you directly to develop

training suited to your specific needs. Our basic workshops are:

• Managing public records in North Carolina

• Disaster preparedness and recovery

• Confidentiality

• Organizing paper and digital files

• Digital communications

Q. Will you design a workshop especially for our office?

A. Yes, we will. Let a Records Management Analyst know what type of training you need.

Q. Are workshops offered only in Raleigh?

A. No, we will come to your offices to present the workshops you need. We have no minimum

audience requirement. We will also do presentations for professional associations, regional

consortiums, and the public. To arrange a workshop, please call the State Records Center at

919-814-6900 or contact a Records Management Analyst

(https://archives.ncdcr.gov/government/local/analysts

Q. Is there a fee for workshops?

A. Not at this time.

Q. Are the workshops available in an online format?

A. We can offer a virtual workshop for your agency upon request. For descriptions of available

webinars, see https://archives.ncdcr.gov/government/training/webinars

. You can also find

several online tutorials available on the State Archives of North Carolina website

(

https://archives.ncdcr.gov/government/training/online-tutorials-and-resources).

A-

archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900

GOVERNMENT RECORDS SECTION

STATE RECORDS CENTER

Request for Change in Local Government Records Schedule

Use this form to request a change in the records retention and disposition schedule governing the records of

your agency. Submit the signed original and keep a copy for your file. A proposed amendment will be prepared

and submitted to the appropriate state and local officials for their approval and signature. Copies of the signed

amendment will be sent to you for insertion in your copy of the schedule.

AGENCY INFORMATION

Requestor name

Location and Agency [e.g., County/Municipality + Department of Social Services]

Phone and email

Mailing Address

CHANGE REQUESTED

Specify title and edition of records retention schedule being used: _______________________________

Add a new item

Delete an existing item Standard Number Page Item Number

Change a retention period Standard Number Page Item Number

Title of Records Series in Schedule or Proposed Title:

Inclusive Dates of Records: Proposed Retention Period:

Description of Records:

Justification for Change:

Requested by:

Signature

Title

Date

Approved by:

Signature

Requestor’s Supervisor

Date

A-

archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900

GOVERNMENT RECORDS SECTION

STATE RECORDS CENTER

Request for Disposal of Unscheduled Records

AGENCY INFORMATION

Requestor name

Location and Agency [e.g., County/Municipality + Department of Social Services]

Phone and email

Mailing Address

In accordance with the provisions of N.C. Gen. Stat. § 121 and § 132, approval is requested for the destruction

of records listed below. These records have no further use or value for official administrative, fiscal, historical, or

legal purposes.

ECORDS

ITLE

AND DESCRIPTION

NCLUSIVE

DATES

UANTITY

ELEVANT

STATUTORY

REGULATIONS

ROPOSED

RETENTION

PERIOD

Requested by:

Signature

Title

Date

Approved by:

Signature

Requestor’s Supervisor

Date

Concurred by:

Signature

Assistant Records Administrator

State Archives of North Carolina

Date

A-

archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900

GOVERNMENT RECORDS SECTION

STATE RECORDS CENTER

Request for Disposal of Original Records Duplicated by Electronic Means

If you have questions, call (919) 814-6900 and ask for a Records Management Analyst.

This form is used to request approval from the Department of Natural and Cultural Resources to dispose of non-permanent

paper records that have been scanned, entered into databases, or otherwise duplicated through digital imaging or other

conversion to a digital environment. This form does not apply to records that have been microfilmed or photocopied or to

records with a permanent retention.

Agency Contact Name:

Date (MM-DD-YYYY):

Phone (area code):

Email:

County/Municipality:

Office:

Mailing address:

Records Series Title

A group of records as listed

in records retention

schedule

Description of Records

Specific records as referred

to in-office

Inclusive

Dates

(1987-1989;

2005-present)

Approx. Volume

of Records

(e.g. “1 file

cabinet,” “5 boxes”)

Retention

Period

As listed in records

retention schedule

Requested by

Signature

Title

Date

Approved by:

Signature

Requestor’s Supervisor

Date

Concurred by:

Signature

Assistant Records Administrator

State Archives of North Carolina

Date

A-20

archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900

File Plan

Agency

Division

Section

Branch

Records Series Records Creator

Records Owner

(if record copy is

transferred within the

agency)

Media

(Paper,

Electronic,

Scanned)

Required

Retention

Location(s) of Records

A-21

INDEX

ACADEMIC ACTION AUTHORIZATIONS, 8

AGGREGATED REPORTS AND DATA, 5

AIG CLASSES AND LISTS FILE. See EDUCATIONAL

PROGRAM RECORDS

AIG GROUP EDUCATION PLAN FILE. See

EDUCATIONAL PROGRAM PLACEMENT

RECORDS

ATHLETIC PROGRAM RECORDS, 3

ATTENDANCE RECORDS, 8

CHILDREN WITH DISABILITIES PROGRAMMATIC

PLANS OF OPERATION FILE. See

EDUCATIONAL PROGRAM RECORDS

COURSE MATRIX, 1

CURRICULUM RECORDS, 1

DESTRUCTIONS LOG, A-10

DIAGNOSTIC AND SUMMARY REPORTS. See

HEALTH RECORDS

DISCIPLINE RECORDS, 8

DRIVER EDUCATION RECORDS, 9

EDUCATIONAL PROGRAM FOLLOW-UP

RECORDS, 1

EDUCATIONAL PROGRAM PLACEMENT

RECORDS, 9

EDUCATIONAL PROGRAM RECORDS, 2

ENROLLMENT AND WITHDRAWAL RECORDS, 9

EXAMINATION MATERIALS FILE. See

STANDARDIZED TEST ADMINISTRATION

RECORDS, See STANDARDIZED TEST

RESPONSES AND SCORES

EXAMINATION REPORTS FILE. See

STANDARDIZED TEST ADMINISTRATION

RECORDS, See STANDARDIZED TEST

RESPONSES AND SCORES

FIELD TRIP AUTHORIZATIONS, 5

FILE PLAN, A-20

FOOD SERVICE PROGRAMS, 7

FREE AND REDUCED-PRICE MEALS

APPLICATIONS, 7

GRADES, 10

GUIDANCE RECORDS, 10

HEALTH ASSESSMENT FORMS, 10

HEALTH CARE PLANS, 11

HEALTH RECORDS, 11

IMMUNIZATION RECORDS, 11

INJURY REPORT FORMS. See HEALTH RECORDS

MEDICATION AND PROCEDURES LOG. See

HEALTH RECORDS

NORTH CAROLINA CUMULATIVE RECORDS, 13

PARENT/GUARDIAN AUTHORIZATION RECORDS,

PARENT/GUARDIAN CONTACT AND

CONFERENCE RECORDS, 14

PERMANENT HEALTH RECORDS CARDS FILE. See

HEALTH RECORDS

PHYSICIAN’S AUTHORIZATION FORMS FILE. See

HEALTH RECORDS

REASONABLE ACCOMMODATIONS FOR

CHILDREN WITH DISABLITIES, 15

REGIONAL ARTICULATION PLACEMENT

RECORDS FILE. See TRANSCRIPT REQUESTS

REQUEST FOR CHANGE IN LOCAL GOVERNMENT

RECORDS SCHEDULE, A-17

REQUEST FOR DISPOSAL OF ORIGINAL RECORDS

DUPLICATED BY ELECTRONIC MEANS, A-19

REQUEST FOR DISPOSAL OF UNSCHEDULED

RECORDS, A-18

RESIDENCE VERITICATION FILE. See

ENROLLMENT AND WITHDRAWAL RECORDS

SCHOOL BUS ROUTES, 7

SCHOOL LIBRARY/MEDIA CENTER RECORDS, 6

SEAT BELT RECORDS, 7

SOCIAL MEDIA, A-12

SPECIALLY DIFFERENTIATED INSTRUCTION FOR

CHILDREN WITH DISABILITIES RECORDS, 15

STANDARDIZED TEST ADMINISTRATION

RECORDS, 2

STANDARDIZED TEST RESPONSES AND SCORES,

STUDENT ATTENDANCE (CLASSROOM) FILE. See

ATTENDANCE RECORDS

STUDENT ATTENDANCE (SCHOOL) FILE. See

ATTENDANCE RECORDS

STUDENT AWARDS AND HONORS RECORDS, 3

STUDENT CHECK IN/OUT FILE. See ATTENDANCE

RECORDS

STUDENT DEOPOUT RECORDS FILE. See

ENROLLMENT AND WITHDRAWAL RECORDS

STUDENT ELECTION RECORDS, 3

STUDENT GRADE RECORDS (CLASSROOM) FILE.

See GRADES

A-22

STUDENT GRADE RECORDS (SCHOOL) FILE. See

GRADES

STUDENT HANDBOOK, 6

STUDENT HEALTH INFORMATION DISCLOSURE

RECORDS, 16

STUDENT ORGANIZATION RECORDS, 4

STUDENT PUBLICITY RECORDS, 4

STUDENT SCHEDULING RECORDS, 16

STUDENT SELECTION RECORDS, 16

STUDENT TRANSFER RECORDS FILE. See

ENROLLMENT AND WITHDRAWAL RECORDS

STUDENT WORK, 17

SYMPTOM CHECKLISTS. See HEALTH

ASSESSMENT FORMS

TEACHER AND STAFF ALLOTMENT WAIVERS, 6

TEACHER LESSON PLANS, 2

TEXT MESSAGES, A-12

TITLE IX RECORDS, 6

TRANSCRIPT REQUESTS, 17

VOCATIONAL EDUCATION ACTIVITY, CLASS, AND

WORK SCHEDULES. See COURSE MATRIX

VOCATIONAL EDUCATION STUDENT

ENROLLMENT AND FOLLOW-UP RECORDS.

See EDUCATIONAL PROGRAM FOLLOW-UP

RECORDS

VOCATIONAL PLACEMENT RECORDS FILE. See

EDUCATIONAL PROGRAM PLACEMENT

RECORDS

VOCATIONAL PLANS FILE. See EDUCATIONAL

PROGRAM RECORDS