1. Middle School Records Clerks Meeting
Records Management
Middle School Records Clerks Meeting
Date: 04/06/2017
Presenter: Ann Ebrahimi
Records Manager

2. Organizational Structure ServicesIT
Records Destruction
Records Storage
Retention Schedules
Document Imaging
Consulting
Administrative
Services
Print Shop
Graphics
Post Office
Fleet Copiers
Customer Service
Records Mgt. and Document Imaging Services

3. End of School Year!

4. What are some of your end of the school year records
activities that you do?

5. /Receipt

6. STEPS TO CLEAN OUT AND GET CONTROL OF YOUR RECORDS
Utilize two resources – the records retention schedules and destruction authorization form.

7. Inventory your records to determine what
needs to be maintained and which records
are eligible for destruction.

8. Recycle or destroy all eligible records
based on the retention schedule.
Complete the destruction authorization
form.
Submit to Records Management for
review.
Records Manager approves form.
Records Center staff schedules the
pick up of the boxes.

9. Box records that must be retained for
retention and store in a secure location
on the campus.
Keep an inventory of what records were
boxed and where they are stored.

10. Preparing Records for Storage
No hanging
files
No 3-ring binders
Do not over
pack boxes.
Do not tape or
bind boxes shut.
No unauthorized storage boxes

11. 3 Records Requests Box Label Sample 212 No SD3225-02a June 8, 2017
SCHOOL NAME
ABC High School
SCHOOLYEAR
OFFICE
Registrar
RETENTION SCHEDULE NUMBER
SD a
RECORD TITLE/BOX CONTENT:
Records Requests
DATE RANGE:
August 18, May 28, 2017
BOX NO: 3
DATE TO BE DESTROYED:
June 1, 2019
RECORDS STORAGE USE ONLY
DATE RECEIVED FOR STORAGE:
June 8, 2017
TO BE MICROFILMED: (Yes / No) No
STORAGE ROOM:
212

12. Repeat these steps on an annual basis.
Routinely purging records benefits by
reducing the number of files in the
office.
Facilitates the retrieval of information
as there are fewer files to search.
Avoid last minute crash programs to
clean out office or storage areas.
Ensures compliance with retention
schedules.

17. Call Records Management !

18. Contact Info / References
Customer Service
Fax
Retention Schedules
Forms and Procedures
Federal & State School Guidelines

19. Questions

20. Thank you
Date: 04/06/2017
Presenter: Ann Ebrahimi
Records Manager