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Administrative Records
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
|
CONF.
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TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-001
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AFFIRMATIVE ACTION PLAN FILE
Documents relate to school system’s plan for complying with statutes and regulations of the Equal Employment Opportunity Commission.
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Info and Record Copy
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District Office
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PERMANENT
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Retain at agency 2 yrs; film; destroy originals. Retain film permanently at Archives.
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GSA-002
|
BOND REFERENDUM PROMOTIONS FILE
Documents relate to developing and promoting bond referendums for school systems. Includes management plan, strategies, booklets, pamphlets, related materials, and correspondence.
|
Info and Record Copy
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District Office
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FIVE YEARS
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Retain at agency 5 yrs; destroy.
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GSA-003
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CIVIL RIGHTS REPORT FILE
Documents relate to reporting statistics on students. Includes Local School Report showing statistical data on pupils; on School System Summary Report showing compiled data for the whole school system and certified by Superintendent’s signature; also included may be various working papers and/or computer generated reports.
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Info and Record File
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District Office
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A. REPORT PERMANENT
B. WORKING PAPERS SIX YEARS
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Retain at agency 6 yrs; film; destroy originals. Retain film permanently at Archives.
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GSA-004
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BOARD OF EDUCATION INSURANCE POLICY FILE
All non-student insurance policies. Includes insurance policies only.
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Info and Record Copy
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District Office
|
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UPDATED OR OBSOLETE; PLUS 30 YEARS
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Retain at agency until updated or obsolete plus 30 yrs; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
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COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-005
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CONTRACTS-USE OF SCHOOL BUILDINGS
Request for authorization to use school facilities by various public and private organizations. Includes copy of contract and related correspondence.
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Info and Record Copy
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District Office
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ONE YEAR AFTER EXPIRATION OF CONTRACT
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Retain at agency 1 yr. after expiration of contract; destroy.
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GSA-006
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POLICY AND PROGRAM RECORDS (PRIMARY MISSION FILES)
These records document the formulation and adoption of policies and procedures and the implementation or management of the program or functions of the office or department. Included are such records as (1) policies and procedures developed by the agency which governs the operation of the agency; (2) correspondence with citizens or other government officials regarding policy, procedural development; (3) annual, ad hoc, narrative or statistical reports on program activities, achievements or plans; (4) organizational charts and mission statements; (5) studies regarding department or office operations; (6) circular letters, directives or similar papers addressed to subordinate units or staff concerning policies, procedures or programs; and (7) records related to significant events in which the department or office participate. Records may include photographs, published materials, audio tapes, or other records forms.
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Record Copy
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District Office
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PERMANENT
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1) If agency needs access to records for continuing administrative use after successful audit:
Retain at agency; successful audit; film; destroy originals. Retain security film permanently at Archives.
2) If agency needs occasional access to records after successful audit but before transfer to Archives:
Retain at agency; successful audit; transfer to State Records Center for 10 yrs.; transfer to Archives for permanent preservation.
3) If agency has no use for the records after successful audit:
Retain at agency; successful audit; transfer to Archives for permanent preservation.
NOTE: See also Appendix D, Records in Transition, for more specific requirements.
NOTE: Information that is by statute, regulation, or court ruling confidential or restricted must be placed in separate containers and identified as such on Transfer Document (Form RM3) when transferred for filming.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
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COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
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GSA-007
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ADMINISTRATIVE SUPPORT RECORDS
These records are of a general facilitative nature created or received in the course of administering programs. Included are such records as (1) correspondence of a routine or repetitive type, such as requests for information; (2) inter-office or inter-departmental communications which do not subsequently result in the formulation of policy; (3) reference materials, sometimes of a technical nature, used, but not created by the office; (4) daily, weekly, or monthly office activity reports which are summarized in annual reports or which relate to routine activities (including work progress or statistical reports prepared in the office and forwarded to higher levels); (5) personnel data on office staff which is duplicated in Departmental Personnel Record (GSP4); (6) purchase orders, payment vouchers, travel expense statements or similar financial papers which are duplicated in Department/Division fiscal office files; (7) daily, weekly, or monthly work assignments (including duty roster files) for office staff; (8) calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other daily activities of State Employees; (9) unpublished calendars of events and activities.
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Record Copy
Info copy
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District Office/Local School
Anywhere
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SUCCESSFUL AUDIT
UNTIL NO LONGER NEEDED
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Retain at agency until successful audit; destroy.
Retain at agency until no longer needed; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-008
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TRANSITORY FILES
Documents of short-term interest that have no documentary or evidential value and normally need not be kept more than 1 month. Examples are shown below.
A. Routine requests for information or publications and copies or replies which require no administrative action, no policy decision, and no special compilation or research for reply.
B. Originating office copies of letters of transmittal that do not add any information to that contained in the transmitted material, and receiving office copy if filed separately from transmitted material.
C. Quasi-official notices including memoranda and other records that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals, bond campaigns, and similar records.
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Record Copy
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District Office/Local School
|
|
SEE RETENTION INSTRUCTIONS
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Retain at agency 1 month or until no longer needed, whichever is sooner; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-009
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FINDING AIDS (OR INDEXES)
Indexes, lists, registers and other finding aids used only to provide access to records authorized for destruction by the GSR5 or a DPA approved retention schedule, EXCLUDING records containing abstracts or other information that can be used as an information source apart from the related records that appear on an approved agency records retention schedule.
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Record Copy
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District Office/Local School
|
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SEE RETENTION INSTRUCTIONS
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Retain at agency with the related records; destroy or delete when retention period has been met for the finding aid to which the records relate as authorized by the General School Records Retention Schedule or approved agency records retention schedule.
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GSA-010
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MINUTES, OFFICIAL STATE
COMMITTEES, COMMISSIONS,
BOARDS, AND COUNCILS
Original official records of the proceedings of meetings. May include agendas and other relevant supporting material.
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Record Copy
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District Office/Local School
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PERMANENT
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Retain original at agency 2 yrs; successful audit; transfer to Archives for permanent preservation. Duplicate Copies: Retain duplicate at agency 10 yrs or Sunset Committee Review; destroy. NOTE: Minutes that are by statute, regulation or court ruling confidential or restricted must be placed in separate containers and identified as such on Transfer Document (Form RM-2) then transferred to the Archives.
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GSA-011
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AGENCY STAFF MEETINGS
Agendas, handouts, and minutes of any agency staff meetings. (See Internal Committee and Conference Files, GSA-012.)
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Record Copy
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District Office/Local School
|
|
TWO YEARS; SUCCESSFUL AUDIT
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Retain at agency 2 yrs; successful audit; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-012
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INTERNAL COMMITTEE AND CONFERENCE FILES
Records relating to establishment, organization, membership, and policy of internal committees. May include agenda, minutes, final reports, and related records documenting the accomplishments of the committee.
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Record Copy
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District Office/Local School
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UNTIL NO LONGER NEEDED
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Retain at agency until no longer needed; destroy. NOTE: Records that relate to the formulation of policies and procedures and the implementation of programs or functions of the office or Department must be retained per the retention instructions for GSA-006, Policy and Program Records.
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GAS-013
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VERBATIM RECORDINGS STENOGRAPHIC, AUDIO, OR VIDEO
Recordings of meetings made exclusively for note taking or transcription of official meetings or proceedings, unless appearing on an agency’s approved records retention schedule.
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Record Copy
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District Office/Local School
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UNTIL
TRANSCRIBED
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Retain at agency until necessary transcription and approval of minutes or proceedings; delete or destroy. NOTE: If recordings are not transcribed they must be retained per the retention instructions for GSA-010, Minutes, Official State Committees, Commissions, Boards, and Councils; GSA-011, Agency Staff Meetings; GSA-012, Internal Committee and Conference Files or per an approved Agency Records Retention Schedule.
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GSA-014
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STATE AND FEDERAL GUIDELINES
Guidelines issued by state and federal officials pertaining to program activities.
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Record Copy
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District Office/Local School
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UNTIL SUPERSEDED
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Retain at agency until superseded or updated; destroy.
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GSA-015
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DIRECTIVES, MANUALS, AND HANDBOOKS
Publications produced by agency detailing operations, regulations, and/or procedures of the agency.
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Record Copy
Info Copy
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District Office
Local School
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PERMANENT
UNTIL NO LONGER NEEDED
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Submit two copies upon publication to Archives; film via Delaware Documentation. Retain film permanently at Archives. Retain duplicate copies at agency until superseded and successfully audited for period in which publication was produced; destroy.
Retain until no longer needed; destroy.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-016
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RULES AND REGULATIONS
Regulatory requirements set forth by statute and under the control of appropriate agencies for enforcement thereof.
|
Record Copy
Info Copy
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District office
Local School
|
|
PERMANENT
UNTIL NO LONGER NEEDED
|
Submit two copies to Archives upon publication; film via Delaware Documentation.
Retain copy 10 yrs and then until no longer needed; destroy. (29 DE Code Sec. 519)
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GSA-017
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ANNUAL REPORTS, STATE AGENCY
Annual reports prepared at Department/Division/Bureau levels that document the activities of the unit.
|
Record Copy
|
District Office
|
|
PERMANENT
|
Retain one copy at agency until successful audit; submit two copies to Archives upon publication; film via Delaware Documentation.
|
GSA-018
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PUBLICATIONS, STATE
Printed matter published by state agencies for distribution to the public. (See Delaware Documentation Procedures for definition of “Publications”). (20 Del Code Sec. 519)
|
Record Copy
Info Copy
|
Local School/
District Office
Anywhere
|
|
PERMANENT
UNTIL NO LONGER NEEDED
|
Submit two copies to Archives upon publication; film via Delaware Documentation.
Retain at agency until no longer needed; destroy.
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GSA-019
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REFERENCE MATERIAL
Externally generated books, magazines, pamphlets, manuals, and other printed matter used for general purposes.
|
Record Copy
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District Office
|
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UNTIL NO LONGER NEEDED
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Retain at agency until successful audit; destroy.
|
GSA-020
|
LEGISLATION, AGENCY FILES
Documents pertaining to bills and prospective legislation. Copies of bills and proposed (drafted) legislation. Supporting material relating to legislation, such as newspaper clippings, reports, correspondence.
|
Record Copy
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District Office
|
|
PERMANENT
|
Retain at agency 2 yrs after termination of session; film; destroy originals. Retain film permanently at Archives.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-020 Cont’d
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Reference copies of legislation which affects the agency
|
Info Copy
|
Local School
|
|
UNTIL NO LONGER NEEDED
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Retain at agency until no longer needed; destroy.
|
GSA-021
|
EXECUTIVE ORDERS, PROCLAMATIONS AND LEGISLATIVE ADVISORIES
Instructions issued by the Governor as the Chief Executive of State government.
|
Record Copy
Info Copy
|
Office of the Governor
District Office
|
|
PERMANENT
UNTIL NO LONGER NEEDED
|
Retain at agency until superseded; destroy.
|
GSA-022
|
ATTORNEY GENERAL’S OPINIONS
Consists of, but is not limited to written opinions of lasting significance establishing policy or precedent answering legal questions from all program areas involving questions of interpretation of Delaware or federal law.
|
Record copy
Info Copy
|
Dept. of Justice
District Office
|
|
PERMANENT
UNTIL NO LONGER NEEDED
|
Retain at agency until no longer pertinent to the operation of an agency; destroy.
|
GSA-023
|
PUBLIC RELATIONS FILE
File consists of news releases and clippings, cassette recordings of broadcast announcements, speeches, and any other public relations materials.
|
Record Copy
|
District Office
|
|
SEE RETENTION INSTRUCTIONS
|
Retain at agency until no longer required for administrative purposes; transfer to Archives for permanent preservation.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-024
|
LEGAL ADVERTISEMENTS
This record series consists of, but is not limited to, advertisements which have appeared in newspapers or matters pertaining to the agency and other legal ads which may or may not indirectly affect the agency; i.e., bid invitations (does not include construction contracts), public sales etc. NOTE: See GSF35 Construction Documents for Capital Improvement projects, for retention instructions.
|
Record Copy
|
District Office
|
|
SUCCESSFUL AUDIT
|
Retain at agency until successful audit; destroy.
|
GSA-025
|
SPEECHES
Records of public speeches given by representatives of state agencies. (Also see GSA23).
A. Speeches that relate to general information about the agency.
B. Speeches that relate to issues, policies, and procedures that document or discuss the activities of State Government.
C. Speeches of high level officials including the heads of departments and independent agencies, their deputies and assistants; the heads of program offices and staff offices including assistant secretaries, administrators, and school board members; directors of offices, bureaus, or equivalent; staff assistants to those aforementioned officials, such as special assistants, and administrative assistants; and political appointees.
|
Record Copy
Record Copy
Record Copy
|
District Office
District Office
District Office
|
|
UNTIL NO LONGER NEEDED
PERMANENT
PERMANENT
|
Retain at agency until no longer needed; destroy.
Retain at agency 2 yrs; transfer to Archives for permanent preservation.
Retain at agency 2 yrs; transfer to Archives for permanent preservation.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-026
|
TELEPHONE LOG
A. Listing of long distance calls. Record copy made by agency personnel for a particular time period.
B. Record of incoming calls. Listing of incoming calls to an agency.
C. Phone Memo Book. Record of messages taken for agency employees.
|
Record Copy
Record Copy
Record Copy
|
District Office
District Office
District Office/Local School
|
|
UNTIL NO LONGER NEEDED
UNTIL NO LONGER NEEDED
3 YEARS
|
Retain at agency until no longer needed; destroy.
Retain at agency until no longer needed; destroy.
Retain at agency 3 yrs; destroy.
|
GSA-027
|
SIGN-IN/VISITOR CONTROL LOG
Logs, registers, and other records that document employees’, visitors, and clients entrance into a state facility or office during and/or after office hours.
|
Record Copy
|
District Office/Local School
|
|
3 YEARS
|
Retain at agency 3 yrs; destroy.
|
GSA-028
|
INCIDENT REPORTS
Reports completed when an incident has occurred where the state might be liable for damages.
|
Record Copy
|
District Office
|
|
3 YEARS
|
Retain at agency 3 yrs; destroy.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-029
|
KEY ACCOUNTABILITY FILES
Files relating to accountability for keys issued.
A. For areas under maximum security.
B. For other areas.
|
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
|
|
3 YEARS AFTER
TURN-IN
6 MONTHS AFTER TURN-IN
|
Destroy 3 yrs. after turn-in of key.
Destroy six months after turn-in of key.
|
GSA-030
|
LISTS/DIRECTORIES
Includes mailing lists, directories, rosters, and registers compiled by the agency.
|
Record Copy
|
District Office/Local School
|
CONF.
|
UNTIL SUPERSEDED
|
Retain at agency until superseded; destroy.
|
GSA-031
|
DEEDS TO STATE PROPERTY
Documents establishing the state's legal title to real property.
|
Record Copy
|
District Office
|
|
PERMANENT
|
Transfer original to Archives upon receipt for permanent preservation. Retain copy at agency in property file. (29 Del. Code Sec. 508).
|
GSA-032
|
SURVEY/MAPS
Materials relating to surveying and mapping activities used in locating, marking, and erecting of boundaries, property lines, corners, monuments and markers, road placements, including aerial photography and reproduction.
|
Record Copy
|
District Office
|
|
PERMANENT
|
Retain at agency until no longer needed; transfer to Archives for permanent preservation.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-033
|
ARCHITECTURAL AND ENGINEERING
PLANS/BLUEPRINTS
As-built drawings and specifications of buildings and other public works built on state-owned property, including alterations. (See GSF-0354A, Construction Documents for capital improvement projects).
|
Record Copy
|
District Office/Local School
|
|
PERMANENT
|
Transfer upon completion of construction original or permanent archival quality copy to State Archives for permanent storage. Retain a copy at agency permanently. (See GSF35H, Construction Documents) (29 Del. Code Sec. 507).
|
GSA-034
|
VEHICLE OPERATIONS FILE
A. Includes maintenance records relating to service and repair, warranty, and guarantee statements, operating manual.
B. Operating records including those related to gas and oil consumption, dispatching, and scheduling.
C. Vehicle mileage reports documents use of vehicles and number of miles traveled.
|
Record Copy
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
District Office/Local School
|
|
DISPOSAL OF VEHICLE PLUS SUCCESSFUL AUDIT
SUCCESSFUL AUDIT
SUCCESSFUL AUDIT
|
Retain at agency until disposal and/or transfer, sale, or surplus of vehicle; successful audit; destroy.
Retain at agency until successful audit; destroy.
Retain at agency until disposal of equipment; successful audit; destroy.
|
GSA-035
|
EQUIPMENT MAINTENANCE FILES
Contains information reflecting the individual history of major equipment repair and maintenance; i.e., work orders, dates, locations, cost of parts, cost of labor, etc. (Also see Vehicle Operations File, GSA34).
|
Record Copy
|
District Office/Local School
|
|
DISPOSAL OF EQUIPMENT; SUCCESSFUL AUDIT
|
Retain at agency until disposal of equipment; successful audit; destroy.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-036
|
WARRANTY FILE
Warranties for equipment purchased by an agency for its use.
|
Record Copy
|
District Office/Local School
|
|
UNTIL EQUIPMENT SOLD OR SURPLUSED
|
Retain at agency until equipment is sold, surplused, or otherwise removed from service; destroy.
|
GSA-037
|
RECORDS MANAGEMENT
Includes materials relating to the records management program of an agency.
A. Records Retention Schedule
B. Records Manual
C. Destruction notices (RM-5) Approval requests for destruction of state records.
D. Transfer Document (RM-3) Listing of records transferred to Archives by agency.
|
Info Copy
Record Copy
Info Copy
Record Copy
Info Copy
Record Copy
Info Copy
Record Copy
|
District Office/Local School
Archives
District Office/Local School
Archives
District Office/Local School
Archives
District Office/Local School
Archives
|
|
UNTIL UPDATED
PERMANENT
UNTIL UPDATED
PERMANENT
TEN YEARS; SUCCESSFUL AUDIT
PERMANENT
DESTRUCTION OF RECORDS TRANSFERRED
PERMANENT
|
Retain at agency until updated; destroy.
Retain at agency until updated; destroy.
Retain at agency 10 yrs; successful audit; destroy.
Retain at agency until destruction of records transferred; destroy.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-037 Cont’d
|
E. Records Inventory (Records Series Description and Analysis Form). Appraisal form of each record series appearing on an approved Records Retention Schedule (GSA37A).
F. Correspondence, directives, policies and related materials concerning the records management program.
|
Info Copy
Record Copy
Info Copy
Record Copy
|
District Office/Local School
Archives
District Office/Local School
Archives
|
|
APPROVAL OF SCHEDULE
PERMANENT
UNTIL SUPERSEDED
PERMANENT
|
Retain at agency until record retention schedule is approved; destroy.
Retain at agency until superseded; destroy.
|
GSA-038
|
FORMS FILES
A. One record copy of each form created by an agency with related instructions and documentation showing creation, scope, and purpose of the form.
B. Background materials, requisitions, specifications, processing data, and control records.
|
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
|
|
UNTIL SUPERSEDED OR DISCONTINUED
UNTIL SUPERSEDED OR DISCONTINUED
|
Retain at agency until related form is discontinued, superseded, or canceled; destroy.
Retain at agency until related form is discontinued, superseded, or canceled; destroy.
|
GSA-039
|
PHOTOGRAPHS
Photographs/collection of photographs that document agency missions/programs and/or are related to significant events in which the department or office participated (See GSA20 & GSA6). Also includes photographs of routine award ceremonies, social events, and activities not related to the mission of the agency, as well as, internal personnel and administrative training filmstrips and slides of programs. May also include an index to the above.
|
Record Copy
|
District Office
|
|
PERMANENT
|
Retain at agency until no longer needed; transfer to Archives for permanent preservation.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-040
|
GRAPHIC ARTS
A. Routine artwork for handbills, flyers, posters, letterhead, and other graphics.
B. Line and halftone negatives, screened paper prints and offset lithographic plates used for photo-mechanical reproduction.
C. Line copies of graphs and charts.
|
Record Copy
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
District Office/Local School
|
|
UNTIL NO LONGER NEEDED
UNTIL NO LONGER NEEDED
UNTIL NO LONGER NEEDED
|
Retain at agency until no longer needed; destroy.
Retain at agency until no longer needed; destroy.
Retain at agency until no longer needed; destroy.
|
GSA-041
|
MOTION PICTURES/VIDEO RECORDINGS/SOUND RECORDINGS
A. Films/recordings acquired from outside sources for personnel and management training; rehearsal or practice tapes; recordings documenting routine meetings and awards presentations; and duplicate prints and preprint elements required for preservation, duplication, and reference.
B. Internal personnel and administrative training programs that do not reflect the mission of the agency. These include "role-play" sessions, management and supervisory instruction, etc.
|
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
|
|
UNTIL NO LONGER NEEDED
ONE YEAR AFTER COMPLETION
|
Retain at agency until no longer needed; destroy.
Retain at agency 1 yr after completion of training program; destroy.
|
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
|
|
|
|
|
|
|
|
SERIES NO.
|
SERIES TITLE AND DESCRIPTION
|
COPY
|
LOCATION
|
CONF.
|
TOTAL RETENTION
|
RETENTION INSTRUCTIONS
|
GSA-041
|
MOTION PICTURES / VIDEO RECORDINGS / SOUND RECORDINGS (Cont.)
C. Films/recordings created to document agency activities and events, public relations, promotions, etc.
D. Video images created while monitoring activities within and outside of public buildings. Security setups vary; recordings may be continuous, stopframe, random, or triggered by ‘panic button’ use. Also show date and time indexing information.
|
Record Copy
Record Copy
|
District Office/Local School
District Office/Local School
|
CONF.
|
PERMANENT
SEE RETENTION INSTRUCTIONS
|
Retain at agency 2 yrs; transfer to Archives for permanent preservation.
Retain ‘incident’ videos 3 yrs; reuse. Retain other video records for the maximum length of time allowed by the recording system or 30 days, whichever is longer; reuse.
|
GSA-042
|
SUSPENSE FILES
Documents arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected and, if not received, should be traced on a given date.
A. A note or other reminder to take action
B. The file copy or an extra copy of an outgoing communication, filed by the date on which a reply is expected.
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Info and Record Copy
Info and Record Copy
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District Office/Local School
District Office/Local School
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SEE RETENTION INSTRUCTIONS
SEE RETENTION INSTRUCTIONS
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Destroy after action is taken.
Withdraw documents when reply is received. (1) If suspense copy is an extra copy, destroy immediately. (2) If suspense copy is the file copy, incorporate into the official files.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-043
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TRACKING AND CONTROL RECORDS
Logs, registers, and other records used to control or document the status of correspondence, reports or other records that are authorized for destruction by the General School Schedule or a DPA approved records retention schedule.
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Record Copy
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District Office/Local School
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UNTIL NO LONGER NEEDED
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Retain at agency until no longer needed; destroy.
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GSA-044
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DRIVER EDUCATION ANNUAL REPORT TO DEPARTMENT OF EDUCATION
Reports to the State Department of Education, on an annual basis, giving the number of students and teachers participating in driver education. Includes report from each school and system-wide summary or equivalent.
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Info
Copy
Record Copy
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District Office/Local School
Dept. of Education
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ONE YEAR
PERMANENT
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Retain at agency 1 yr.; destroy.
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GSA-045
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DRIVER EDUCATION VEHICLE AGREEMENTS
Documents relate to obtaining vehicles for the Driver Education Program. Includes agreement for obtaining vehicles for the Driver Education Program.
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Record Copy
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District Office
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VEHICLE RETURNED
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Retain at agency until returned to lending agency; destroy.
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GSA-046
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EMERGENCY PREPAREDNESS PLANS
Documents relate to planning for man-made or natural disasters or emergencies. Includes copy of plan.
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Info and Record Copy
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District Office/Local School
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SUPERSEDED OR OBSOLETE
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Retain at agency until superseded or obsolete; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-047
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STUDENT ENROLLMENT / UNIT ALLOTMENT REPORTS / RECORDS
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Info
Copy
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Local School and District Office
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CONF
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SEVEN YEARS; SUCCESSFUL
AUDIT
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Retain at agency 7 yrs; successful audit; destroy.
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Enrollment packet reflecting September 30th unit calculations which are based on school enrollment. The enrollment packet may contain the following information: Student enrollment and classification information from the district, each local school in the district or charter school and vocational areas. Information reflects regular students, special education, full-time, part-time, and school choice enrollment. The data submitted to Department of Education is used to calculate funding levels.
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Record Copy
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Department of
Education
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PERMANENT
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See DOE Retention Schedule, Series #TMD-002C
Revised 2006
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GSA-048
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GOVERNMENT EQUIPMENT LEASE/LOAN FILES
Documents relate to leasing government equipment for use in vocational education programs. Includes agreements, lease equipment inventory, shipping instructions, bills of lading, related documents, and correspondence.
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Info and Record Copy
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District Office/Local School
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FIVE YEARS AFTER EXPIRATION OF LEASE
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Retain at agency 5 yrs after expiration of lease; destroy.
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GSA-049
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PRIVATE SCHOOLS ENROLLMENT
Statistics for Annual Report to the State Board of Education showing information related to the number of students enrolled in each private school in the school district, including working papers, and related correspondence.
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Record Copy
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District Office/Local School
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PERMANENT
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Retain at agency 5 yrs; film; destroy originals. Retain film permanently at Archives.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
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SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-050
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REAPPORTIONMENT PLAN FILES
Documents relate to redrawing district lines based on census report. Includes maps, planning and working documents, district description (s), related correspondence.
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Record Copy
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District Office
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PERMANENT
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Retain at agency 3 yrs. after final resolution of issue; film; destroy originals. Retain film permanently at Archives.
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GSA-051
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SCHOOL BOARD ATTORNEY LEGAL CASE FILES
File contains material (such as legal briefs, consent decrees, correspondence, etc.) resulting from resolution of legal questions regarding employee matters, insurance, EEOC, property matters, and other legal issues.
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Record Copy
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District Office
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CONF.
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PERMANENT
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Retain at agency 3 yrs; film; destroy originals. Retain film permanently at Archives.
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GSA-052
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SPECIAL EDUCATION MONTHLY AND ANNUAL ATTENDANCE REPORTS
Documents used for determining allocation of funds for special education teachers. Includes Dept. of Education Form, “Special Education Monthly Report” or equivalent showing how teachers are used and number of students served in different programs; monthly computer printouts showing same information; and annual summary from the Department of Education.
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Info Copy
Record Copy
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District Office
Dept. of Education
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FIVE YEARS
PERMANENT
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Retain annual summary at agency 5 yrs; destroy.
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GSA-053
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STUDENT ATTENDANCE FILE
Information on student enrollments, attendance, absences, and withdrawals. May include the following: Attendance register cards, and daily attendance.
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Info and Record Copy
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District Office/Local School
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100 YEARS
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Retain at agency through end of school year; transfer to State Record Center for 99 yrs.; or transfer information to Student Cumulative Record annually; destroy. (See Series GSS-001, 002, 003, & 004 for permanent retention).
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
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SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-054
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STUDENT OR VISITOR INJURY FILES
Reports and investigation of injuries to students or visitors on school buses or grounds. Included are (but not limited to) report of accident, investigation report, and compiled statistics on injuries for school and school system as a whole.
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Info and Record Copy
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District Office/Local School
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3 YEARS W/ EXCEPTIONS
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Retain at agency 3 yrs; destroy. Exception for injuries to minors: Retain 25 yrs; destroy.
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GSA-055
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BUILDING INSPECTIONS/REPAIRS
Document periodic inspections and necessary repairs to school buildings.
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Info and Record Copy
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District Office
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FIVE YEARS
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Retain at agency 5 yrs; destroy.
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GSA-056
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VOCATIONAL SUMMER SCHOOL FILES
Documents relate to applying for and operating summer vocational schools. Includes application, regulations, reports, related documents, and correspondence.
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Info and Record Copy
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District Office/Local School
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SUCCESSFUL AUDIT
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Retain at agency until successful audit; destroy.
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GSA-057
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STATE STANDARDS FOR DELAWARE SCHOOLS
Documents relating to meeting State standards for Delaware schools. Includes State Standards Manual, guidelines, reports, related documents, and correspondence.
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Info and Record Copy
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District Office/Local School
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UNTIL SUPERSEDED
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Retain at agency until superseded; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-058
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COMPREHENSIVE PLANS FILES
Documents relate to planning the development of education in the school system. Includes working papers, drafts, correspondence, and final plan for development of education (in such areas as vocational education, special education, etc.).
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Record Copy
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District Office
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PERMANENT
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Retain at agency 5 yrs; film; destroy originals. Retain film permanently at Archives.
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GSA-059
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SCHOOL SYSTEM STUDIES & REPORTS FILES
Documents relate to various studies by private and other government agencies requested by the superintendent and usually approved by the school board. Includes working papers, correspondence, related documents, and final report.
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Info and Record Copy
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District Office
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PERMANENT
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Retain at agency 5 yrs.; film; destroy originals. Retain film permanently at Archives.
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GSA-060
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ACCREDITATION CERTIFICATES
Documents relate to accreditation and include only the accreditation certificate received by each school or school system.
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Info and Record Copy
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District Office
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UNTIL RECEIPT OF NEXT CERTIFICATE
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Retain at agency until receipt of next certificate; destroy.
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GSA-061
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ANNUAL APPLICATION FOR CONTINUED ACCREDITATION
Documents relate to requesting and obtaining continued accreditation in each school and school system. Includes annual application, notification of standards met, and related correspondence.
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Record Copy
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District Office
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PERMANENT
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Retain at agency 3 yrs; film; destroy originals. Retain film permanently at Archives.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-062
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TEN-YEAR SELF-STUDY REPORTS
Documents relating to maintaining accreditation of individual schools and school systems. Includes Ten-year Self-Study and working papers.
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Record Copy
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District Office
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PERMANENT
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Retain at agency 10 yrs; film; destroy originals. Retain film permanently at Archives.
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GSA-063
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SPECIAL AWARDS FILES
Documents relate to selecting schools, teachers, or other professional staff for special recognition for outstanding achievement. Includes recommendations, ratings, procedures, requirements, notices of awards, related material, and correspondence.
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Info and Record Copy
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District Office/Local School
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TEN YEARS
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Retain at agency 10 yrs; destroy. Note: Personnel receiving special awards should have a copy placed in personnel permanent record folder, GSP-004.
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GSA-064
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SCHOOL HISTORICAL FILES AND ARTIFACTS
Documents and artifacts relate to recording the development of individual schools. Includes scrapbooks, activity and yearbooks, clippings, school newspapers, pictures, pamphlets, trophies, films, slides, showing the historical developments of individual schools and students.
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Record Copy
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District Office/Local School
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PERMANENT
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Retain at agency 10 yrs; transfer to Archives for permanent preservation.
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GSA-065
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SCHOLARSHIP AND AWARDS FILES
Documents relate to selecting outstanding students for scholarships or awards based on achievement. Includes criteria for selection, judges’ score sheets, notification of award, and related correspondence.
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Info and Record Copy
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District Office/Local School
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TEN YEARS
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Retain at agency 10 yrs; destroy. NOTE: Outstanding achievement should be noted on student cumulative record, GSS-001, 002, 003, & 004.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-066
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CURRICULUM COURSE GUIDES
Documents relate to maintaining a record of Curriculum Course Guides for all school curriculum courses. Includes a copy of the Curriculum Course showing philosophy, scope, and related materials objectives and methods of evaluation.
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Info and Record Copy
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District Office/Local School
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FIVE YEARS
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Retain at agency 5 yrs; destroy.
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GSA-067
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TEACHER, PARENT, STUDENT HANDBOOKS
Documents relate information on school operations to parents, students, and teachers. Includes handbooks, pamphlets, brochures, schedules, etc., showing rules, policies, and procedures.
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Info and Record Copy
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District Office/Local School
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PERMANENT
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Submit two copies to Archives upon publication for Delaware Documentation.
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GSA-068
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TEXTBOOK ADOPTION RECOMMENDATIONS
Documentation of authorization to purchase textbooks for adoption and use in the school system. May include microfilm copy of textbook or list of books, supplementary materials, procedure and criteria involved in selection, related papers, and correspondence.
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Info and Record Copy
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District Office/Local School
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FIVE YEARS
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Retain at agency 5 yrs; destroy.
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SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
SERIES NO.
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SERIES TITLE AND DESCRIPTION
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COPY
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LOCATION
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CONF.
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TOTAL RETENTION
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RETENTION INSTRUCTIONS
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GSA-069
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NOMINATING PETITIONS
Contains petitions used to nominate candidates for membership on the school board. Information on the petitions include: name of candidate seeking office, name of person signing petition, address of petition signer, and date of signing.
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Info and Record Copy
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District Office
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ONE YEAR
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Retain at agency 1 yr.; destroy.
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GSA-070
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ORIGINAL ELECTION RETURN RECORDS
Contains election returns documenting the election of school board officials.
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Record Copy
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District Office
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PERMANENT
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Retain at agency 10 yrs; transfer to Archives for permanent preservation.
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GSA-071
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VOTER LIST
Contains the names of eligible voters in the school district.
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Info and Record Copy
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District Office/Local School
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ONE YEAR
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Retain at agency 1 yr; destroy.
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GSA-072
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VOTER SIGNATURE CARD
Contains the name and address of eligible voter.
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Info and Record Copy
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District Office/Local School
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ONE YEAR
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Retain at agency 1 yr; destroy.
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