EHB: RECORDS MANAGEMENT

The School Committee is aware that records of various kinds are created and received as the School District educates its students and manages the operations of its schools.

For the purpose of this policy, “records” are all documentary materials made or received and maintained by the School District in accordance with law or rule or in the transaction of its business. Records may be created and received in multiple formats including but not limited to print, handwriting, audio and videotapes, and in various digital forms (on hard drives, servers, CDs, disks, flash drives, etc.).  Records specifically include email, instant messages, and other electronic communications that are created, sent, and received.

Attention to the proper retention and disposal of the School District’s records is essential not only for compliance with laws and regulations, but to protect the legal interests of the school, staff, and students and to ensure that the School District is managed effectively.

The School District will comply with all applicable laws and rules pertaining to the routine retention, storage, and disposal of records and with its obligation to preserve records when litigation is reasonably anticipated or has commenced.

The Superintendent shall be responsible for developing a records management program for the cataloging/classification, storage, and disposal of the School District’s records that are consistent with applicable laws and rules and which allows for retrieval of records when necessary.

The Superintendent will also be responsible, by methods they deem appropriate, for informing School District employees of this policy, making them aware of the kinds of documents, data, and materials that must be saved and those which may be disposed of or deleted, and of any specific procedures employees need to follow.  The Superintendent may delegate records management responsibilities to the Technology Coordinator, school administrators, or other School District personnel as they deem appropriate in order to facilitate the implementation of this policy.

School Committee Records

The School Committee shall keep such records as are necessary for the transaction of its business.  The Superintendent shall act as custodian of School Committee records in their role as Secretary of the School Committee and will be responsible for storing School Committee and subcommittee minutes, reports, and studies commissioned by the School Committee, and other School Committee documents, data, and materials in a manner consistent with this policy and with applicable laws and rules.

[NOTE:  School Committee members should be aware that their email communications sent or received that pertain to School Committee business may be subject to disclosure as public records and discoverable as evidence in the event of litigation.]

Adopted:   November 15, 2011

Reviewed by PC:   January 5, 2023

Cross Reference: 

BEA - School Committee Use of Electronic Mail

GBJ - Personnel Records and Files

GBJC - Retention of Application Materials

GCSA - Employee Computer and Internet Use

JRA - Student Education Records

Legal Reference:   

5 MRSA § 91 et seq. (Archives and Records Management Law)

Maine Secretary of State, Maine State Archives Rule Chapter 10   (Rules for Disposition of Local Government Records)

Maine Department of Education Rule Chapter 125 (Basic School  Approval)