District Records
Board Policy No. 3580
Regulation Adopted: May 14, 2025
Classification of Records
Records means all records, maps, books, papers, and documents of a school district required by law to be prepared or retained as necessary or convenient to the discharge of official duty. (5 CCR 16020)
Before January 1, the Superintendent or designee shall review the prior year's records and shall classify them as either a Class 1 (Permanent), Class 2 (Optional), or Class 3 (Disposable) record. (5 CCR 16022)
Records of a continuing nature, such as documents that are active and useful for administrative, legal, fiscal, or other purposes over a period of years, shall not be classified until such usefulness has ceased. (5 CCR 16022)
Any historical inventory of equipment shall be a continuing record and shall not be classified until the inventory is superseded or until the equipment is removed from district ownership. (5 CCR 16022)
A student's cumulative record, if not transferred, is a continuing record until the student ceases to be enrolled in the district. (5 CCR 16022)
When an electronic or photographed copy of a Class 1 (Permanent) record has been made, the copy may be classified as Class 1 (Permanent) and the original classified as either Class 2 (Optional) or Class 3 (Disposable). However, no original record that is basic to any required audit may be destroyed prior to the second July 1st succeeding the completion of the audit. (Education Code 35254; 5 CCR 16022)
Class 1 - Permanent Records
The original of each of the following records, or one exact copy of it when the original is required by law to be filed with another agency, is a Class 1 (Permanent) record and shall be retained indefinitely unless microfilmed in accordance with 5 CCR 16022: (5 CCR 16023)
1. Annual Reports
1. Official budget
2. Financial reports of all funds, including cafeteria and student body funds
3. Audit of all funds
4. Average daily attendance, including Period 1 and Period 2 reports
5. Other major annual reports, including:
1. Those containing information relating to property, activities, financial condition, or transactions
2. Those declared by Governing Board minutes to be permanent
2. Official Actions
1. Minutes of the Board or Board committees, including the text of rules, regulations, policies, or resolutions not set forth verbatim in the minutes, but included by reference only
2. The call for and the result of any elections called, conducted, or canvassed by the Board
3. Records transmitted by another agency pertaining to its action with respect to district reorganization
3. Personnel Records
Class 1 (Permanent) records include all detailed records relating to employment; assignment; amounts and dates of service rendered; termination or dismissal of an employee in any position; sick leave record; rate of compensation, salaries, or wages paid; and deductions or withholdings made and the person or agency to whom such amounts were paid.
In lieu of the detailed records, a complete proven summary payroll record for each employee containing the same data may be classified as a Class 1 (Permanent) record and the detailed records may then be classified as Class 3 (Disposable) records.
Information of a derogatory nature as defined in Education Code 44031 shall be retained as a Class 1 (Permanent) record only when the time for filing a grievance has passed or the document has been sustained by the grievance process.
4. Student Records
The records of enrollment and scholarship for each student required by 5 CCR 432 and all records pertaining to any accident or injury involving a minor for which a claim for damages had been filed as required by law shall be classified as Class 1 (Permanent) records.
These include any related policy of liability insurance, except that these records cease to be Class 1 (Permanent) records one year after the claim has been settled or the statute of limitations has expired.
5. Property Records
Class 1 (Permanent) records include all detailed records relating to land, buildings, and equipment.
In lieu of detailed records, a complete property ledger may be classified as a Class 1 (Permanent) record. The detailed records may then be classified as Class 3 (Disposable) records if the property ledger includes all fixed assets; an equipment inventory; and, for each piece of property, the date of acquisition, name of previous owner, a legal description, amount paid, and comparable data if the unit is disposed of.
Class 2 - Optional Records
Any records considered temporarily worth keeping, but which are not Class 1 records, may be classified as Class 2 (Optional) records and shall be retained until reclassified as Class 3 (Disposable) records. If, by agreement of the Board and Superintendent or designee, classification of the prior year records has not been made before January 1 as specified in 5 CCR 16022, all records of the prior year may be classified as Class 2 (Optional) records pending further review and classification within one year. (5 CCR 16024)
Class 3 - Disposable Records
All records not classified as Class 1 (Permanent) or as Class 2 (Optional) records shall be classified as Class 3 (Disposable) records. These include, but are not limited to, detailed records basic to audit, including those relating to attendance, average daily attendance, or business or financial transactions; detailed records used in preparing another report; teachers' registers if all information required by 5 CCR 432 is retained in other records or if the General Records pages are removed from the register and classified as Class 1 (Permanent) records; and periodic reports, including daily, weekly, and monthly reports, bulletins, and instructions. (5 CCR 16025)
All Class 3 (Disposable) records shall be destroyed during the third school year after the school year in which the records originated. In addition, Class 3 (Disposable) records shall not be destroyed until after the third school year following the completion of any legally required audit or the retention period required by any agency other than the State of California, whichever is later. A continuing record shall not be destroyed until the fourth year after it has been classified as a Class 3 (Disposable) record. (5 CCR 16026, 16027)
Electronically Stored Information
All electronically stored information related to the conduct of district business, including information created, saved, sent, or received on a district employee's or Board member's personal account or device, shall be saved as an electronic file to a district-provided account or device and retained in accordance with the section "Classification of Records" above. Electronically stored information is defined as, email, text messages, chat, calendar invites, messages sent via apps, and other electronic communications related to district business. All records, including electronic documents, should be organized and filed for easy retrieval based on information contained in, and the purpose of, the record.
Employees shall be required to regularly purge their email accounts and district-issued computers, cell phones, and other communication devices of personal electronically stored information and other information unrelated to district business. The Superintendent or designee may check for appropriate use of any district-owned equipment at any time.
Any person to whom a district-owned computer, cell phone, or other electronic communication device is provided shall be notified about the district's electronic information management system and, as necessary, provided training on the effective use of the device.
Policy Reference Disclaimer:
These references are not intended to be part of the policy itself, nor do they indicate the basis or authority for the Governing Board to enact this policy. Instead, they are provided as additional resources for those interested in the subject matter of the policy.
State
Description
5 CCR 16020-16022 Records; general provisions
5 CCR 16023-16027
District records; retention and destruction
5 CCR 430-438
Individual student records
Civ. Code
1798.29
District records; breach of security
Code of Civil Procedure
1985.8
Electronic Discovery Act
Code of Civil Procedure
2031.010-2031.060
Civil Discovery Act; scope of discovery demand
Code of Civil Procedure
2031.210-2031.320
Civil Discovery Act; response to inspection demand
Ed. Code 35145
Public meetings
Ed. Code 35163
Official actions, minutes and journal
Ed. Code 35252-35255
Records and reports
Ed. Code 35266
Cybersecurity
Ed. Code 44031
Personnel file contents and inspection
Ed. Code 49065
Reasonable charge for transcripts
Ed. Code 49069.7
Absolute right to access
Gov. Code 11549.3
Office of Information Security
Gov. Code 12946
Fair Employment and Housing Act: discrimination prohibited
Gov. Code 6205-6210
Confidentiality of addresses for victims of domestic violence, sexual assault, stalking, human trafficking, child abduction, and elder or dependent adult abuse
Gov. Code 6215-6216
Address confidentiality; reproductive health care providers, employees, volunteers, patients, and other individuals who face threats or violence
Gov. Code 7920.000-7930.215
California Public Records Act
Gov. Code 8586.5
Office of Emergency Services; California Cybersecurity Information Center
Pen. Code 11170
Retention of child abuse reports
Federal
Description
20 USC 1232g
Family Educational Rights and Privacy Act (FERPA) of 1974
34 CFR 99.1-99.8
Family Educational Rights and Privacy Act
Cross References, Code, Description
0440 District Technology Plan
0440
District Technology Plan
1100
Communication With The Public
1112
Media Relations
1113
District And School Websites
1113
District And School Websites
1113-E(1)
District And School Websites
1312.3
Uniform Complaint Procedures
1312.3
Uniform Complaint Procedures
1312.3-E(1)
Uniform Complaint Procedures
1312.3-E(2)
Uniform Complaint Procedures
1340
Access To District Records
1340
Access To District Records
2121
Superintendent's Contract
3100
Budget
3100
Budget
3230
Federal Grant Funds
3230
Federal Grant Funds
3280
Sale Or Lease Of District-Owned Real Property
3280
Sale Or Lease Of District-Owned Real Property
3311
Bids
3440
Inventories
3452
Student Activity Funds
3460
Financial Reports And Accountability
3460
Financial Reports And Accountability
3514
Environmental Safety
3514
Environmental Safety
3514.2
Integrated Pest Management
3516
Emergencies And Disaster Preparedness Plan
3516
Emergencies And Disaster Preparedness Plan
3516.5
Emergency Schedules
3523
Electronic Signatures
3523
Electronic Signatures
3542
School Bus Drivers
3543
Transportation Safety And Emergencies
3550
Food Service/Child Nutrition Program
3550
Food Service/Child Nutrition Program
3551
Food Service Operations/Cafeteria Fund
3551
Food Service Operations/Cafeteria Fund
3552
Summer Meal Program
3552
Summer Meal Program
4030
Nondiscrimination In Employment
4030
Nondiscrimination In Employment
4040
Employee Use Of Technology
4040-E(1)
Employee Use Of Technology
4111.2
Legal Status Requirement
4111.2
Legal Status Requirement
4112.2
Certification
4112.2
Certification
4112.42
Drug And Alcohol Testing For School Bus Drivers
4112.42
Drug And Alcohol Testing For School Bus Drivers
4112.5
Criminal Record Check
4112.5-E(1)
Criminal Record Check
4112.6
Personnel Files
4112.9
Employee Notifications
4112.9-E(1)
Employee Notifications
4113
Assignment
4113
Assignment
4113.5
Working Remotely
4119.12
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4119.12-E(1)
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4119.21
Professional Standards
4119.21-E(1)
Professional Standards
4119.42
Exposure Control Plan For Bloodborne Pathogens
4119.42
Exposure Control Plan For Bloodborne Pathogens
4119.42-E(1)
Exposure Control Plan For Bloodborne Pathogens
4131
Staff Development
4151
Employee Compensation
4211.2
Legal Status Requirement
4211.2
Legal Status Requirement
4212.42
Drug And Alcohol Testing For School Bus Drivers
4212.42
Drug And Alcohol Testing For School Bus Drivers
4212.5
Criminal Record Check
4212.5-E(1)
Criminal Record Check
4212.6
Personnel Files
4212.9
Employee Notifications
4212.9-E(1)
Employee Notifications
4213.5
Working Remotely
4217.11
Preretirement Part-Time Employment
4219.12
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4219.12-E(1)
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4219.21
Professional Standards
4219.21-E(1)
Professional Standards
4219.42
Exposure Control Plan For Bloodborne Pathogens
4219.42
Exposure Control Plan For Bloodborne Pathogens
4219.42-E(1)
Exposure Control Plan For Bloodborne Pathogens
4231
Staff Development
4251
Employee Compensation
4311.2
Legal Status Requirement
4311.2
Legal Status Requirement
4312.42
Drug And Alcohol Testing For School Bus Drivers
4312.42
Drug And Alcohol Testing For School Bus Drivers
4312.5
Criminal Record Check
4312.5-E(1)
Criminal Record Check
4312.6
Personnel Files
4312.9
Employee Notifications
4312.9-E(1)
Employee Notifications
4313.5
Working Remotely
4319.12
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4319.12-E(1)
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
4319.21
Professional Standards
4319.21-E(1)
Professional Standards
4319.42
Exposure Control Plan For Bloodborne Pathogens
4319.42
Exposure Control Plan For Bloodborne Pathogens
4319.42-E(1)
Exposure Control Plan For Bloodborne Pathogens
4331
Staff Development
4351
Employee Compensation
5111.1
District Residency
5111.1
District Residency
5113.2
Work Permits
5113.2
Work Permits
5125
Student Records
5125
Student Records
5125.1
Release Of Directory Information
5125.1
Release Of Directory Information
5125.1-E(1)
Release Of Directory Information
5141
Health Care And Emergencies
5141
Health Care And Emergencies
5143
Insurance
5143
Insurance
5145.3
Nondiscrimination/Harassment
5145.3
Nondiscrimination/Harassment
5145.6
Parent/Guardian Notifications
5145.6-E(1)
Parent/Guardian Notifications
5145.7
Sex Discrimination and Sex-Based Harassment
5145.7
Sex Discrimination and Sex-Based Harassment
5145.71
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
5145.71-E(1)
Title IX Sex Discrimination and Sex-Based Harassment Complaint Procedures
5148
Child Care And Development
5148
Child Care And Development
5148.2
Before/After School Programs
5148.2
Before/After School Programs
5148.3
Preschool/Early Childhood Education
5148.3
Preschool/Early Childhood Education
6145.2
Athletic Competition
6145.2
Athletic Competition
6158
Independent Study
6158
Independent Study
6159.2
Nonpublic, Nonsectarian School And Agency Services For Special Education
6159.2
Nonpublic, Nonsectarian School And Agency Services For Special Education
6171
Title I Programs
6171
Title I Programs
6174
Education For English Learners
6174
Education For English Learners
7214
General Obligation Bonds
7214
General Obligation Bonds
9011
Disclosure Of Confidential/Privileged Information
9012
Board Member Electronic Communications
9324
Minutes And Recordings