Retention Requirements Vary
Different records have different retention requirements based on federal law, state law, and operational needs. Common categories include:
- • Permanent: Transcripts, graduation records
- • 5-7 years: Special education records after exit
- • 3-5 years: Attendance, discipline records
- • During enrollment: Many operational records
Building a Retention Schedule
A formal retention schedule documents: record types, retention periods, legal basis for each period, responsible party, and destruction procedures.
FERPA Compliance
Ensure your data practices meet FERPA requirements and protect student privacy.
Secure Destruction
When retention periods expire, destroy records securely. Paper records should be shredded or incinerated. Electronic records require secure deletion that prevents recovery.
Special Considerations
- • Litigation holds: Suspend destruction when litigation is anticipated or pending
- • Audit requirements: Federal grants may require extended retention
- • Vendor data: Ensure vendors destroy data according to contract terms
Resources & Guides
Access implementation guides, best practices, and training materials for your team.
Key Takeaways
- Retention requirements vary by record type—transcripts permanent, others limited.
- Create formal retention schedules documenting periods and legal basis.
- Destroy records securely when retention periods expire, with exceptions for litigation.
Dr. Sarah Chen
Chief Education Officer
Former school principal with 20 years of experience in K-12 education. Dr. Chen leads AcumenEd's educational research and curriculum alignment initiatives.
