HCPSS Developing an Updated Records Retention Policy, and Records Management and Retention Program

September 8th, 2016

At today’s meeting of the Howard County Board of Education, the Howard County Public School System (HCPSS) will present a charter to begin updating and finalizing a policy to govern the retention and management of its data and records. If approved, the charter would initiate the formation of a stakeholders committee to develop and revise Policy 3050 Records Management.

The committee will ensure the policy complies with federal and state laws and other regulatory mandates, is consistent with other school system policies, and represents current best practices for the maintenance, storage and disposition of all HCPSS system records. The committee will draw members representing central office and school staff, community organizations, school system bargaining units, and the general public.

“The Board of Education is committed to ensuring access to public information and finalizing the Board policy is the first step toward implementing a comprehensive process of organizational improvement for responding to public records requests,” said Board Chair Christine E. O’Connor.

The committee will present its policy recommendations for systemwide records and information disposition schedules (RIDS) to the Board on March 9, 2017. A Public Hearing is scheduled for April 6, and the Board would take action on the policy on May 4. The new policy would take effect on July 1, 2017.

Policy 3050 was originally drafted during the previous school system administration, but its finalization was contingent upon the hiring of a records officer to oversee policy implementation. The knowledge and records management coordinator position was filled during the 2015–2016 school year. In the interim, each program office has continued to comply with all state and federal requirements applicable to each area. The updated policy will ensure uniformity in maintaining and using records, and ensure preservation of vital and historical HCPSS records.