BP 3580 District Records

KPBSD Policy Manual

BP 3580

Business and Instructional Support Operations

School District records shall be developed, maintained and disposed of according to the requirements of federal and state laws and regulations. Records, regardless of format, should remain accessible and durable for their prescribed retention period. Electronic records, including email, should be administered under operating policies and procedures, ideally in an unaltered format, to ensure that the records remain authentic and trustworthy for their full retention period.

The Superintendent shall undertake the preservation and retention of records and data, including electronically stored information, when there becomes a likelihood that potential litigation will occur.

Irreplaceable, vital school district records must be protected against destruction in the event of a fire, flood, earthquake, terrorist act or other disaster. Vital records are those containing critical information essential to the continuity of operations, or the protection of the rights and interests of the school district, its students, and staff. The Superintendent shall identify vital records and implement measures to ensure that these documents are preserved.

The School Board authorizes the destruction of records having no legal or administrative value or historical interest, following retention for those periods described in the records retention schedule.

The School Board adopts as its guide the Model Records Retention Schedule for Alaska School Districts. The Superintendent will implement a records management retention schedule that meets or exceeds the Model Records Retention Schedule for Alaska School Districts.  Any exceptions shall be approved by the Superintendent.

The Superintendent shall ensure the confidentiality of District records as permitted or required by law. All District employees must guard against improper disclosure of confidential and personally identifiable information.

(cf. 1340 - Access to District Records)

(cf. 4112.6/4212.6/4312.6 - Personnel Records)

(cf. 5125 - Student Records)

Legal Reference:

40.25.120-40.25.220 Public Records Act
14.03.115 Parental Access
14.17.910 Restrictions governing receipt and expenditure of money from public school foundation account
40.21.010-40.21.140 Public records

art. 1, sec. 22, Right to Privacy

UNITED STATES CODE5 U.S.C. § 552a – Privacy Act
20 U.S.C. § 1232 g & 34 CFR Part 99 – Family Educational Rights & Privacy Act  


Revised: 05/06/19