EHB - School Records Retention Policy

School Records Retention Policy

Proper retention of school records is essential to conduct the business of the schools; to protect the legal interests of the schools, students and employees; and to comply with federal and state laws and regulations concerning record retention. It is also important for purposes of efficiency and management of physical and digital storage resources that unneeded records be disposed of in a timely manner.

The School Committee will comply with all applicable laws and rules concerning the retention, storage, and disposal of specific records, and acknowledges its duty to preserve records subject to state or federal audit, or when litigation is threatened or pending.

The Superintendent is responsible for implementing this policy and any procedures needed to comply with applicable laws and rules. The Superintendent may delegate specific responsibilities to other school employees as he/she deems appropriate.

Employees shall be informed of any recordkeeping requirements applicable to their positions and are expected to comply with them.

Legal Reference:

5 M.R.S.A. § 91 et seq.

Maine State Archives Rule Chapter 10 (Rules for Disposition of Local Government Records)

Maine Department of Education Rule Chapter 125 (Basic School Approval Rules)

Cross Reference:

BEDG - Minutes 

GBJ - Personnel Records

JRA - Student Education Records and Information

GCSA - Employee Computer and Internet Use

Adopted:   February 12, 2013

Revised:   February 20, 2025