Records Management
A fireproof, waterproof vault will be provided for the retention of public records, including but not limited to minutes, annual audit reports, etc. and for employment and student records.
The Clerk [and others designated by the Executive Director] shall be the Public Records Custodian[s] of records under the supervision of the Executive Director, and [ONE OR MORE POSITIONS] shall be the alternate custodian(s) of records.
Personnel files and student files are confidential and are to be disclosed only as provided in policy and/or by law. A record of persons examining or copying personnel files or student files, other than administrative staff, shall be kept for each employment file and student file.
All public records will be provided to the public in accordance with the laws of the State of Idaho and District Policy § 4260.
Record Safety
The Executive Director or designee shall create and enforce a procedure in an effort to keep the Charter School’s data and vital records safe and secure in the event of a possible disaster. Examples of vital records include personnel files, student records, fiscal documents (financial and insurance), etc.
In creating the procedure, the Executive Director or designee shall consider the following:
- Physical security;
- Backup storage security;
- Backup schedule;
- Rotate backups;
- Remote access;
- Personnel authentication;
- Backup infrastructure security;
- Duplicating records for off-site storage; and
- Storing computer tapes and disks in fireproof, waterproof safes.
The procedures should provide for a written comprehensive disaster recovery plan. Such a plan ensures that vital records are backed up daily and that the Charter School will be able to recover operations quickly. In the event of a disaster, the identification and protection of vital records is of great importance.
Legal Reference:
I.C. § 74-101, et seq. Idaho Public Records Act
Policy History:
Adopted on: July 26, 2021
Revised on:
Reviewed on: