Jerome Joint School District No. 261

NONINSTRUCTIONAL OPERATIONS 8600

Records Management

A fire resistant 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 shall be the Public Records Custodian(s) under the supervision of the Superintendent and District Level

Directors shall be the alternate custodians 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/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 Superintendent or designee, shall create and enforce a procedure in an effort to keep the District’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 Superintendent or designee shall consider the following:

1. Physical security;

2. Backup storage security;

3. Backup schedule;

4. Rotate backups;

5. Remote access;

6. Personnel authentication;

7. Backup infrastructure security;

8. Duplicating records for off-site storage; and

9. Storing computer tapes and disks in fire/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 District 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: Title 74 Chapter 1 Public Records Act

Policy History:

Adopted on: 12/19/2006

Revised on: 12/15/2015

Revised on: 10/23/2018