Records Center


Purpose:  

The Records Center is responsible for setting guidelines and procedures for schools in order to properly maintain student records; the Records Center is responsible for storage of student records and some departmental records until time of destruction.

Mission:

 To provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all records of the Durham Public School System.


 

DATES/DEADLINES:

January: Confidential files received five years ago are destroyed; Records for high school students who withdrew in specified                         school year are transferred to the Records Center: Audit Schools

 

February: Records for middle school students who withdrew in specified school year are transferred to the Records Center: 

                  Start Records Exchange preparation: Audit Schools

 

March-May: Records for elementary school students who withdrew in specified school year are transferred to the                                                   Records Center; Audit schools; Pull records for withdrawals that are due to be scanned/microfilmed

 

June: Records Exchange; Receive EC files for current grads

 

July: Receive cumulative files for students graduating 2 years previous

 

September-NovemberFinish prepping series to be scanned/microfilmed: NOTICE OF DESTRUCTION, to the Herald Sun

 

December:  Finalize indexing and send series in to be scanned/microfilmed.

 

Department Glossary:

Series- set of records, usually with the same date of birth and/or the same graduation year, pulled together for scanning to digital                 format and microfilm

Scribs- Scribonline records storage and ScribOrder records request 

Camera Ready- have the cumulative folders ready to be scanned when sending the folders out from the schools