Records Management
A fireproof vault will be provided for the retention of public records, including but not limited to minutes, annual audit reports, etc. and for employment and student records.
The Clerk shall be the custodian of records under the supervision of the Superintendent.
Personnel files and student files are confidential and are to be disclosed only as provided in policy and/or by law. A record of persons examining/copying personnel files or student files, other than administrative staff, shall be kept for each employment file and student file.
All public records will be provided to the public in accordance with the laws of the State of Idaho and District policy.
Record Safety
The Superintendent, or his/her designee, shall create and enforce a procedure in an effort to keep the District’s data and vital records safe and secure in the event of a possible disaster. Examples of vial record include: personnel files, student records, fiscal documents (financial and insurance), etc.
In creating the procedure, the Superintendent or designee shall consider the following:
- Physical security
- Backup storage security
- Backup schedule
- Rotate backups
- Remote access
- Personnel authentication
- Backup infrastructure security
- Duplicating records for off-site storage
- Storing computer tapes and disks in fire/waterproof safes
The procedures should provide for a written comprehensive disaster recovery plan. Such a plan ensures that vital records are backed up daily and that the District will be able to recover operations quickly. In the event of a disaster, the identification and protection of vital records is of great importance.
If the District stores data in a fireproof safe, the safe should have water-resistant capability in addition to fireproofing.
Legal Reference:
Title 9, Chapter 3 Public Writings
Policy History:
Anticipated First Reading: July 16, 2009
Adopted on: August 20, 2009
Revised on: