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6570 (P) - Data and Records Management

BOARD POLICY No. 6570

DATA AND RECORDS MANAGEMENT 

Data Management

The superintendent is authorized to enter into a contract with the Washington School Information Processing Cooperative to purchase data processing services. In order to safeguard the integrity of student and fiscal records, the superintendent will develop procedures to implement internal controls regarding access and monitoring of electronic records.

Records Management and Retention

The district recognizes the importance of public records as the record of the acts of the district and the repository of such information. The public has the right under law to inspect and procure copies of such records with certain exceptions. The public records of the district shall mean any account, voucher or contract dealing with the receipt or disbursement of funds; with acquisition, use or disposal of services or of supplies, materials, equipment or other property; or with any minutes, orders or decisions fixing the personal or property rights, privileges, immunities, duties or obligations of any person or group.
The superintendent shall develop procedures to implement this policy which shall conform to law; require as a minimum the permanent safeguarding of board minutes, annual audit reports and permanent student records; and require retention of all fiscal records required for audits. The superintendent shall designate a staff member to serve as district records officer.

Records may be destroyed when authorized by the Secretary of State’s General

Records Retention Schedule and Records Management Manual.

Property Records

Property records and inventory records shall be maintained on all land, buildings and personal property under the control of the district.

The superintendent shall develop an inventory system for property and equipment.

For purposes of this policy, "equipment" shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit.

Legal References:

Board Policy

3231

Student Records

4040

Public Access to District Records

6955

Maintenance of Records

Legal References:

RCW

40.14

Preservation and Destruction of Public Records

42.17.250 through 340

Public Records

40.14.010

Definition of public records

40.14.040

Records Officer

WAC

414-24-050

General schedule may be adopted

 

Adopted by the Board: July 16, 2002
Revised: October 7, 2003
Revised: April 16, 2013

WALLA WALLA PUBLIC SCHOOLS • 364 South Park St. • Walla Walla, WA 99362 • Phone: 509-527-3000 • Fax: 509.529.7713

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