RECORDS RETENTION AND DISPOSITION MANUAL for The Frederick ...

RECORDS RETENTION AND DISPOSITION MANUAL

for

The Frederick County School System

Board of Education of Frederick County

115 East Church Street

Frederick, Maryland 21701

May, 1975

RECORDS RETENTION AND DISPOSITION

A REFERENCE MANUAL "

FOR THE FREDERICK COUNTY SCHOOL SYSTEM

APPROVED:

June 2 , 1975

Chairman

Records Retention and D i s p o s i t i o n Task Force

APPROVED:

Assi^jtant Superintendent f o r i n s t r u c t i o n

APPROVED:

Date

June 2, 1975

Date

June 2 , 1975

Date

APPROVED,

July 28, 1975

State Superintendent of Scho6l*s~

Maryland State Department of

cation

Date

/?~yt~rtr[

APPROVED:

t

A r c h i v i s t anS Records Administrator

Maryland Hall 6f Records

Department of General Services

iftate

7'"

APPROVED:

Secretary,Board of Public Works

State of Maryland

?J Date

The above signatures c o n s t i t u t e legal approval of the record r e t e n t i o n

schedules contained i n t h i s manual.

ii

/US'

BOARD OF EDUCATION OF FREDERICK COUNTY

Members of the Board

Frederick L. Smith

President

Clement E. Gardiner

Vice President

Mrs. Frances W. Ashbury

William B. Barnes

Mrs. Mary C. Hodgson

William G. Linehan

Mrs. A. Doty Remsburg

John L. Carnochan, Jr.

Superintendent of Schools

Alfred E. Thackston, Jr.

Assistant Superintendent for Instruction

i

CONTENTS

Page

Frederick County Approval

ii

Section

1.

Introduction

1

2.

The Records Retention Schedule

3

3.

Procedures for Destruction of Records

5

4.

Transmittal of Records to the Maryland Hall of Records

7

Records Retention and Disposition Schedule

Part I

- Records Prescribed by the Maryland State

Part II

- Records Prescribed by the Frederick County

School System

8

40

Appendix

Appendix A, Legal Basis for Records Management Procedures,

Annotated Code of Maryland

Article 54, Hall of Records

Article 76A, Public Information

iii

80

81

87

SECTION 1. INTRODUCTION

The purpose of this reference manual is to provide guidelines and standards to

the Frederick County School System for the establishment of effective records

retention and disposition programs. These guidelines, developed by the Task

Force on Retention and Disposition of State and Local School Records, are

consistent with the legal requirements imposed by Article 76A, Public Information, and Article 54, Hall of Records, of the Annotated Code of Maryland.

(See Appendix A.)

Records management is a recognized discipline of increasing importance. It is

concerned with the creation, maintenance, protection, retention, preservation

and disposition of records. The scope of a records management program is illustrated in the diagram below.

SCOPE OF THE RECORDS MANAGEMENT PROGRAM

CREATION

DISPOSAL

MAINTENANCE

ARCHIVAL

PRESERVATION

IDENTIFICATION

Using Approved Records

Disposition Schedules:

i ?

<

2

Q

FORMS

REPORTS

DIRECTIVES (REGULATIONS)

CORRESPONDENCE

NONTEXTUAL RECORDS

Organized

Subject

and

Case Files

In

Offices

. Files

(NonCurrenti

In

Records

Centers

¡ª In Records Centers

Other than Archival

Of Permanently

Valuable Records

(Archival, Vital)

¡ª After Microfilming

CUSTODY

¡ª On Premises Other

than Archival

O

_ _?

? DOCUMENT FLOW

- REFERENCE SERVICE

USER - ( O F F I C I A L OR PUBLIC)

. INFORMATION FEEDBACK

Adapted from Table in THE RECORDS OF A N A T I O N by H. G. Jones

A T H E N E U M , New York 1969

Records retention and disposition management is one aspect of the total program.

A records retention schedule is a written plan for records retention and disposition; it identifies the time at which the removal and disposal of records

can take place.

1

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