EHA: Data and Records Retention
All records are the property of the District and should not be removed, destroyed, mutilated, transferred, or otherwise damaged or disposed of, in whole or in part, except as provided by law or under the rules adopted by the District Records Commission. Records include documents, devices, or items, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of the District which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District. Outgoing officials and employees to their successors shall deliver such records to their successors, and these records shall not be otherwise removed, transferred, or destroyed unlawfully.
The District Records Commission includes the Board Chairperson, Chief Executive Officer, Chief Financial Officer. The Commission meets at least once every 12 months. Each school leader serves as the records manager for their building unless designated to someone else. Each department designates a records manager.
The functions of the Commission are to review applications for one-time records disposal and schedules of records retention and disposition submitted by any employee of the District. The District may dispose of records according to the procedure outlined below. In addition, the Commission may review any schedule it has previously approved and may revise that schedule.
When the District Records Commission approves records for disposal, a District Records Commission designee shall send a list of such records to the Auditor of State and Ohio History Connection. If the Auditor disapprove of the action by the Commission, in whole or in part, the District Records Commission shall not destroy these records. The Ohio History Connection is given 60 days to select for its custody such public records it considers to be of continuing historical value. The Historical Society may not review or select the records set forth in Ohio Revised Code Section 149.381 (E) for its custody.
Electronic mail sent or received by the Board and/or District employees and social media content may be considered a public record subject to public disclosure or inspection under the Open Meetings Act (Sunshine Law). If the electronic mail or social media content is the District’s official record and meets the definition of a record as defined by State law, then the information must be retained in accordance with the District records retention schedule.
All Board and District electronic mail communications and social media content are monitored in accordance with the attached regulation to ensure that all electronic mail and social media public records are retained, archived and destroyed in compliance with State law.
District employees are subject to disciplinary action for violation of this policy and regulation.
- Adopted: May 22, 2001
- Amended: February 22, 2022
- Family Educational Rights and Privacy Act (United States Code, Title 20, Chapter 31, Subchapter III, Part 4, Section 1232g et seq.)
- Ohio Revised Code Section 9.01
- Ohio Revised Code Section 149.011
- Ohio Revised Code Section 149.35
- Ohio Revised Code Section 149.381
- Ohio Revised Code Section 149.41
- Ohio Revised Code Section 149.43
- Ohio Revised Code Section 3313.29
- Ohio Revised Code Section 3319.321
- Ohio Revised Code Section 3701.028