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Presented by Greg Benolkin of Gregari.us LLC
Alaska
Student Records
Student Records Reten-on
Where are your records?
1Cumula-ve 2Permanent 3Archives
Cumula-ve
Where are the records?
1
Under 4 AAC 07.060 Cumula?ve Student Records, at a minimum, should contain subjects the student has taken; grades earned and an explana?on of the grading system used; units of credit earned; aJendance records; scores on standardized tests the student has taken (e.g. HSGQE); records of required immuniza?ons and physical examina?ons and other health-‐related maJers required by state law, district policy or bylaws; and, 10-‐digit student iden?fica?on number. The majority of items in the cumula?ve records will become the permanent record. Taken from the MODEL RECORDS RETENTION SCHEDULE
Cumula-ve Records
Where are the cumula?ve records stored? SIS (Powerschool, SASI, School Master) Paper (File cabinets) Gradebooks (Paper or electronic)
Most items that are not part of the Permanent Record should be retained for 3 years.
Cumula-ve Records
2 Permanent Records
Where are the records?
The Student Permanent Record cons?tutes the final informa?on about a student and represents the culmina?on of the student's record while aJending school. This records series contains both an annual accoun?ng [courses taken, grades/credits earned, aggregate aJendance] and a final accoun?ng [name of last school aJended, gradua?on data, exit informa?on.] Taken from the MODEL RECORDS RETENTION SCHEDULE
Permanent Records
Where are the permanent records stored? SIS (Powerschool, SASI, School Master) Paper (File cabinets) Gradebooks (Paper or electronic) Old SISs Microfilm Bankers boxes Warehouse
Permanent Record need to be retained for 60 years.
Permanent Records
Permanent Records
3 Archives and record
storage.
Where are your records?
Where and when to move records from one loca?on to another? How to organize the records?
Central loca?on or mul?ple? Alpha by year? Alpha by year and school?
Archives and record storage.
Process of filling record requests? How does a student request their records? Security and FERPA. FNSFSD has developed several forms that you may find useful.
Parent Release of Student Informa?on (FERPA) Request Student Records (PDF) Student Records Reten?on Schedule Student Records Transfer to Records Management Office
Archives and record storage.
Media Paper Microfilm Electronic
Archives and record storage.
Paper Advantages It is a stable archival form when properly stored. It is easy to view.
Disadvantages Uses the most physical space. Items can get misfiled and lost. Fragile (fire or water damage)
Archives and record storage.
Microfilm Advantages It is compact, with far smaller storage costs than paper documents. It is a stable archival form when properly processed and stored with life expectancy of 500 years. Since it is analog (an actual image of the original data), it is easy to view (If you have a reader). It is virtually impossible to mu?late Prints from microfilm are accepted in legal proceedings as subs?tutes for original documents. Disadvantages Requires analog or digital magnifica?on to be read. Reader machines used to view microfilm are ofen difficult to use. Reader-‐printers are not always available. Like all analog media formats, microfiche is lacking in features enjoyed by users of digital media.
Archives and record storage.
Electronic Advantages
Easy to find records Easy to duplicate and distribute Many users can access record at same ?me Minimal physical storage space
Disadvantages
Sofware obsolescence (remember VisiCalc spreadsheets) Cannot view without sofware Conversion from paper or microfilm to digital (costs)
Archives and record storage.
Mixture of electronic and analog (Paper or Microfilm)
Advantages All the advantages of electronic and analog COM (Computer output to microfilm) Keep everything digital un?l microfilmed
Disadvantages
Do not save physical space Cost of having both
Archives and record storage.
Q&A
Alaska State ArchiveshJp://archives.alaska.gov/pdfs/records_management/model_schedule_for_schools.pdf
Fairbanks North Star Borough Forms » hJp://www.k12northstar.org/departments/technology/informa?on-‐systems/transcripts-‐records
Reference URLs
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