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RECORDS STORAGE/DESTRUCTION & TRAINING
A records transmittal form must be completed for all records transferred for storage, microfilming, scanning, historical preservation or destruction. List each record series title and item number, inclusive dates and length of retention. This information can be found in the GS1-SL or GS7 (see links provided below).
| TRANSFER PROCEDURES | |
1) |
Use only designated Manatee County School “Records Storage” boxes (warehouse order no. W55-05051) unless records are to be destroyed immediately, than a copy paper box or similar size box may be substituted. The maximum allowable weight limit on your boxes are 50 lbs. Fill out the label (warehouse order no. MSB 41-00999) and attach to the box. |
2) |
Records must be filed in the box in alphabetical, chronological or numerical order. |
3) |
Complete the “Records Transmittal Form” and send it to Carol Douglas at the Records Management Office for authorization to transfer records. |
4) |
Enter a warehouse service request work order for the pick up of records. Description line should read: RECORDS PICK UP AUTHORIZATION. Your records will be picked up when the drivers are making the normal delivery to your school or department and there is space available on their truck. |
RECORDS DESTRUCTION
Retention of records beyond the period of time indicated in the GS1 or GS7 should be limited to special cases where the additional accumulation of these records is specifically warranted for audits or administrative purposes. Warehouse space is a valuable resource and should be used prudently and effectively. Records will be destroyed when the disposition date recorded on the box label has been met. This date is determined by the sending department or school.
Some record series listed may not be eligible for destruction because of various audit requirements (i.e. Federal Programs, Vocational, School Food Service, Purchasing, Pupil Accounting, FTE, etc.). Before destruction of records, the department head/principal has to determine if the records should be kept longer than specified to satisfy any administrative, fiscal or legal requirements.