The Service
Rockland BOCES in partnership with The Lower Hudson Regional Information Center is pleased to offer a service to assist districts in complying with NYS records retention laws, as well as, storage and management of their permanent records.
According to the Records Retention and Disposition Schedule ED-1, school districts and BOCES are required to retain certain records for administrative, legal and fiscal purposes. This service provides the technical assistance and tools that school districts need to establish and maintain a comprehensive records management plan which meets all the NYS requirements.
Value
- Compliance with NYS records retention laws- Districts will be assisted in the evaluation of their permanent records and research NYS retention requirements for record series.
- Restoration of archival records- Scan, index and convert archival permanent records to digital and microfilm/microfiche.
- Management of digital records- Records will be securely stored at the LHRIC in Laserfiche.
o Laserfiche- Software that allows the management, search and retrieval of permanent records. Meets NYS requirements for producing and accessing digital images.
- Web access for quick and accurate retrieval- Districts will seamlessly access their records in Laserfiche via the web.
- Simplify records retention and destruction procedures
- Record disaster planning and prevention
Archival Records
The NYS Archives assigns a retention period to record series determined to have enduring historical information or significant information necessary to meet fiscal, legal or administrative needs. Types of records with retention schedules include:
- Fiscal
- Payroll
- Personnel
- Student records
- Special education
- Teacher’s registry
- General Administration
If your district is changing from a legacy student or financial system, this service is an effective solution to retain critical data from these systems.
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