Records Retention

OAR 166-400-0010 (28) says "Policy and Planning Records document the development, assessment, and review of school, district, or ESD policies, programs, and activities. Records may include but are not limited to board policy and district-wide administrative rules; authorizing bulletins and advisories; mission, policy, and goal statements; finalized policy statements and directives; by-laws; regulations; strategic plans; management plans; and related documentation. Minimum retention: (a) Retain annual board adopted policy and district-wide administrative rules, official copy: Permanent (b) Retain planning documents: 10 years (c) Retain working papers and draft material: 1 year after school year in which final document produced."

In other words, keep the 2002 adopted version of a policy or administrative regulation for 10 years after superseded.

Example:

Adopted:  7/15/05
Readopted: 7/15/07

Keep the 2005 version until 2017.

Move it to a “retention” book or scan and maintain electronically. It does not hold the 99 year retention requirement so can be maintained electronically.

(28) also says: "Keep working papers and draft material: one-year after the school year in which the final document was produced." (Drafts of a policy that didn’t make it into the board packet.)

OAR 166-400-0010(9) says: "Keep board packet materials: Five years after school year in in which records were created."