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Business Services - Purchasing » Records Process

Records Process

Governing Board Policy and Administrative Regulation 3580 establishes the District Records protocol. In accordance with Board Policy, each Department/Site should consult with the leadership team to ensure a full understanding of Record Retention practices for specific documents.
 
Documents generally should be identified as Class 1 (Permanent), Class 2 (Optional) or Class 3 (Disposable). 
 
Permanent records (Class 1) should be sent for secure offsite storage as soon as reasonably practical. As of September 2025, the District has established a new labelling template for these documents. Permanent records should be labelled using only this new template with red labels, provided by request from the District Print Shop.
 
Non-permanent records (Class 2 or 3) may be retained onsite until the appropriate time for destruction. As of September 2025, the District has established a new labelling template for these documents.
 
When ready to store records in the District standardized method, the steps are outlined below:
 
1. Determine which classification is most appropriate for the records.
2. Order the appropriate label(s) from the Printshop
3. Fill out designated label by hand as demonstrated in Samples documents above
 
If your records are permanent records that should not be stored onsite, please follow steps 1-3 outlined above and then complete the remaining steps below:
 
4. Request CORODATA Barcode sticker:
      1. Email Purchasing Director
        • Include number of boxes needing barcodes in email. If this is your first time requesting offsite storage, Purchasing will walk through remaining steps together with you.
      2. Barcode stickers will be provided via District mail within 1-2 business days
      3. Place Barcode sticker at designated area on label (bottom left-hand corner, as shown in Samples above). Photos of the boxes will be needed in order to enter the data in the Corodata platform. This can be coordinated with the Purchasing Department or sent via email.
5. Once Purchasing confirms data entry on the Corodata platform, Purchasing will arrange for pickup by Corodata and alert you of the date of pickup. Have your boxes ready for pickup on that date.
 
For Record Destruction convenience, the District offers two regular options:
 
1.  Each site and/or DSC Department has a shredding bin that matches the average needs for regular and ongoing shredding for typical operations.
These bins are picked up monthly for offsite record destruction.
 
2.  Annually, the Purchasing + Warehouse Department offers a bulk shredding event for sites and DSC  Departments to purge records on an annual basis in bulk.
This occurs over the summer and is coordinated for centralized warehouse pickup and offsite record destruction.
 
Visit our Warehouse Services Page for more information and forms for bulk shredding pickup.
For Record Retrieval requests when records have been stored offsite via secure storage location, please follow these steps:
  1. Email the Purchasing Director regarding your request. Be sure to provide the school year of the record(s) you are trying to locate. Include any descriptions of any items of interest, and if you know the date the record(s) were sent to offsite storage, share that information as well.
  2. Once the Purchasing Director has confirmed the items have been identified and can be retrieved, Purchasing will arrange for retrieval and delivery to the DSC and will alert you of the date.