3. the systematic control of records throughout their life cycle.

4. Records come in many formats:  Physical Paper in our files such as memos, contracts, marketing materials, and reports  Electronic messages, such as e-mail content and their attachments and instant messages  Content on the website, as well as the documents that reside on PDAs, flash drives, desktops, servers and document management systems  Information captured in the organization’s various databases

5.  Records are information assets and hold value for the organization.  Organizations have a duty to all stakeholders to manage them effectively in order to maximize profit, control cost and ensure the vitality of the organization.  Effective records management ensures that the information needed is retrievable, authentic and accurate.

7. The department head? The superintendent? The Records Management Officer? Actually…. EVERYONE IS.

8. Each employee has an important role to play in protecting the future of the organization by creating, using, retrieving and disposing of records in accordance with the organization’s established policies and procedures.

11. What is a convenience copy? Extra identical copies of documents and/or notes, journals, diaries, created only for convenience of reference or research by employees of the district. How do I destroy this form? These documents may be destroyed prior to the retention schedule as long as the “record” is still available. However it must not be kept longer than the life of the “record” document. The convenience copies should be destroyed utilizing the same method as the “record” or by a shredder meeting the Department of Defense stamp of approval (crosscut designed to produce residue particle size not exceeding 1/32 inch in width by ½ inch in length). It is recommended that convenience copies be documented and shredded using the Request to Destroy form and process.

12. What is a Retention Schedule and how do I get a copy? A retention schedule is a listing of records and records series commonly found in the workplace that lists the minimum length of time these items must be retained in order to comply with state or federal laws, statutes, or judicial rulings, or recognized industry best practices. The following schedules were adopted by Denton Independent School District from the Texas State Library and Archives Commission on February 24, 2006 (located on website): Local Schedule GR (Records Common to All Governments)Local Schedule GR Local Schedule SD (Records of Public School Districts)Local Schedule SD Local Schedule TX (Records of Property Taxation)Local Schedule TX Local Schedule EL (Records of Elections and Voter Registration)Local Schedule EL

13. What is a Records Series? A records series is a group of records commonly used or filed together which are evaluated as a group for retention scheduling.

14. How do I get a “Records Box”? Files to be stored permanently or for a period other than for immediate destruction should be boxed appropriately. The boxes are record boxes and are provided to you by the business office. The Request for Boxes form should be completed and emailed to sgarza@dentonisd.org. When the request is approved, the boxes will be sent to you from the warehouse.Request for Boxes sgarza@dentonisd.org

15. How do I pack boxes? The box contents are all destroyed at the same time. The latest date will be used to determine the destruction date. The Records Storage boxes are designed to hold either letter or legal sized materials. Remove the records from the file drawer and place the files in the box in the same order in which they are found in the file drawer. (When possible, remove binder clips. This will save on office supplies and will save space in the box.) Do not pack hanging folders along with records. Hanging folders will hamper box lids from closing securely. Do not pack box too tightly to ensure that folders can be easily removed. Do not mix multiple record series in one box even if half of the box is left empty. Each box MUST contain only one record series; do not mix documents or files from different records series in the same box. Boxes that are not completely full can be added to as more documents or files of that record series are available. Mixing records series in the same box would virtually ensure that some of the records will not be found when they are needed. Do not tape the lid to the box. For unusual sized or bounded documents that do not lend themselves to be boxed will be stored in an appropriate manner. Example: old tax rolls and building prints. Most records should be acceptable for box storage.

16. Use the appropriate Box Label-Not Scanned and tape in the center of the end of the box. (See – “How do I complete the Records Storage Master Log to determine 10 digit box id number.)Box Label-Not Scanned How do I label the box?

17. How do I complete the Records Storage Master Log?Records Storage Master Log a.Name of the Record Series b.10 digit box id: the first 3 digits are the Department/School code. The next 4 digits are the year of the record series, and the last 3 digits are the box number. (ID's must not be duplicated.) e.g. 044-2011-001, 044-2011-002, 044-2011-003, etc. c.Range - identify the alphabetical or numerical series in the box. e.g. "A-G". d.Start/End Date: the beginning and ending dates of the record series. d.Storage Location: where the record is being stored. e.g. Records Room, Campus Vault, etc. f.Date of Destruction: destruction date of the series found on the district's retention schedule.

18. Permanent records should be kept in a weather-safe room inside a Fire-resistant / Waterproof file cabinet.

19. When can records be destroyed? Original records can be destroyed once the recommended retention period has been met, as long as there are no legal, administrative, audits, or historical holds on the material. Duplicate records (convenience copies) should not be kept any longer than originals.

20. What is the process to destroy records? The Request for Authority to Destroy Records Form will be completed by the Records Management Representative and forwarded to his/her supervisor for approval. The supervisor will then submit the form to the Records Management Specialist for final review.Request for Authority to Destroy Records Form If Request is Approved – notification will be sent by the Records Management Specialist with information regarding the next shred date. Labeled boxes will need to be delivered to the warehouse one week prior to shred date. If Request is Not-Approved - explanation will be attached as to reason for disapproval. (The record may be a “ Permanent" file and may not be destroyed or the record may not have met its retention period.)

21. What if I can't find what I am looking for on the retention schedule? Contact Sandy Garza, Records Management Specialist for assistance at 940-369-0035 or sgarza@dentonisd.org.sgarza@dentonisd.org A retention schedule is never a totally comprehensive listing of all records that exist within an organization. The Records Management Specialist can help you find the proper series title for your records, or the record can be evaluated and if need be, can be added to or change the retention schedule through proper filing with the Texas Archive Commission.

22. Rest assured… files will not be destroyed until the Records Management Representative, their Supervisor and the Records Management Committee has reviewed the request.