District records shall be developed, maintained, and disposed of in accordance with law and California Department of Education regulations.
\n\nThe Superintendent or designee shall establish regulations that define records which are permanent, optional, and disposable and specify how each type of record is to be maintained or destroyed. Any photographic, microfilm, or electronic copies of original records shall be permanently retained.
\n\nThe Superintendent or designee shall ensure the confidentiality of records as required by law and shall establish regulations to safeguard data against damage or loss.
\n\nSafe at Home Program
\n\nDistrict public records shall not include the actual addresses of students, parents/guardians, or employees when a substitute address is designated by the Secretary of State pursuant to the Safe at Home program. (Government Code 6206, 6207)
\n\nWhen a substitute address card is provided pursuant to this program, the confidential, actual address may be used only to establish district residency requirements for enrollment and for school emergency purposes.
\n\n\n", "contentText": "District records shall be developed, maintained, and disposed of in accordance with law and California Department of Education regulations.\n\nThe Superintendent or designee shall establish regulations that define records which are permanent, optional, and disposable and specify how each type of record is to be maintained or destroyed. Any photographic, microfilm, or electronic copies of original records shall be permanently retained.\n\nThe Superintendent or designee shall ensure the confidentiality of records as required by law and shall establish regulations to safeguard data against damage or loss.\n\nSafe at Home Program\n\nDistrict public records shall not include the actual addresses of students, parents/guardians, or employees when a substitute address is designated by the Secretary of State pursuant to the Safe at Home program. (Government Code 6206, 6207)\n\nWhen a substitute address card is provided pursuant to this program, the confidential, actual address may be used only to establish district residency requirements for enrollment and for school emergency purposes.", "footnotes": [ { "type": "State", "references": [ { "code": "5 CCR 16020-16022", "description": "Records; general provisions", "url": "https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I44508F104C6911EC93A8000D3A7C4BC3&transitionType=Default&contextData=%28sc.Default%29#I4452D9034C6911EC93A8000D3A7C4BC3" }, { "code": "5 CCR 16023-16027", "description": "District records; retention and destruction", "url": "https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I445B3D704C6911EC93A8000D3A7C4BC3&transitionType=Default&contextData=%28sc.Default%29#I446109D44C6911EC93A8000D3A7C4BC3" }, { "code": "5 CCR 430-438", "description": "Individual student records", "url": "https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=I2AF4DC104C6911EC93A8000D3A7C4BC3&transitionType=Default&contextData=%28sc.Default%29#I2AFA33434C6911EC93A8000D3A7C4BC3" }, { "code": "Civ. Code 1798.29", "description": "District records; breach of security", "url": "http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=1798.29.&lawCode=CIV" }, { "code": "Code of Civil Procedure 1985.8", "description": "Electronic Discovery Act", "url": "http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=1985.8.&lawCode=CCP" }, { "code": "Code of Civil Procedure 2031.010-2031.060", "description": "Civil Discovery Act; scope of discovery demand", "url": "http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=2031.010.&lawCode=CCP" }, { "code": "Code of Civil Procedure 2031.210-2031.320", "description": "Civil Discovery Act; response to inspection demand", "url": "http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=2031.210.&lawCode=CCP" }, { "code": "Ed. Code 35145", "description": "Public meetings", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC§ionNum=35145." }, { "code": "Ed. Code 35163", "description": "Official actions, minutes and journal", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC§ionNum=35163." }, { "code": "Ed. Code 35252-35255", "description": "Records and reports", "url": "https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=EDC&division=3.&title=2.&part=21.&chapter=2.&article=8." }, { "code": "Ed. Code 35266", "description": "Cybersecurity", "url": "" }, { "code": "Ed. Code 44031", "description": "Personnel file contents and inspection", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC§ionNum=44031." }, { "code": "Ed. Code 49065", "description": "Reasonable charge for transcripts", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC§ionNum=49065." }, { "code": "Ed. Code 49069.7", "description": "Absolute right to access", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC§ionNum=49069.7." }, { "code": "Gov. Code 11549.3", "description": "Office of Information Security", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV§ionNum=11549.3." }, { "code": "Gov. Code 12946", "description": "Fair Employment and Housing Act: discrimination prohibited", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV§ionNum=12946." }, { "code": "Gov. Code 6205-6210", "description": "Confidentiality of addresses for victims of domestic violence, sexual assault, stalking, human trafficking, child abduction, and elder or dependent adult abuse", "url": "https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=7.&title=1.&part=&chapter=3.1.&article=" }, { "code": "Gov. Code 6215-6216", "description": "Address confidentiality; reproductive health care providers, employees, volunteers, patients, and other individuals who face threats or violence", "url": "" }, { "code": "Gov. Code 7920.000-7930.215", "description": "California Public Records Act", "url": "https://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=GOV&division=10.&title=1.&part=&chapter=&article=" }, { "code": "Gov. Code 8586.5", "description": "Office of Emergency Services; California Cybersecurity Information Center", "url": "" }, { "code": "Pen. Code 11170", "description": "Retention of child abuse reports", "url": "https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PEN§ionNum=11170." } ] }, { "type": "Federal", "references": [ { "code": "20 USC 1232g", "description": "Family Educational Rights and Privacy Act (FERPA) of 1974", "url": "https://uscode.house.gov/view.xhtml?req=(title:20%20section:1232g%20edition:prelim)%20OR%20(granuleid:USC-prelim-title20-section1232g)&f=treesort&edition=prelim&num=0&jumpTo=true" }, { "code": "34 CFR 99.1-99.8", "description": "Family Educational Rights and Privacy Act", "url": "https://www.ecfr.gov/current/title-34/subtitle-A/part-99/subpart-A" } ] }, { "type": "Management Resources", "references": [ { "code": "California Secretary of State Publication", "description": "Records Management Handbook ", "url": "https://www.sos.ca.gov/archives/records-management-and-appraisal/records-management-handbook" }, { "code": "State Ed. Tech. Directors Assoc. Pub.", "description": "Small Districts, Big Hurdles: Cybersecurity Support for Small, Rural, and Under-resourced School Districts, October 2023", "url": "https://oercommons.org/courses/small-districts-big-hurdles" }, { "code": "Website", "description": "Safe at Home; Schools", "url": "https://www.sos.ca.gov/registries/safe-home/schools#:~:text=Back%20to%20Top-,Verifying%20Enrollment,(916)%20653%2D1769" }, { "code": "Website", "description": "Federal Communications Commission, Schools and Libraries Cybersecurity Pilot Program", "url": "https://www.fcc.gov/cybersecurity-pilot-program" }, { "code": "Website", "description": "Cybersecurity and Infrastructure Security Agency, Government Coordinating Councils", "url": "https://www.cisa.gov/resources-tools/groups/government-coordinating-councils" }, { "code": "Website", "description": "California Office of Emergency Services ", "url": "https://www.caloes.ca.gov/" }, { "code": "Website", "description": "CSBA District and County Office of Education Legal Services", "url": "https://legalservices.csba.org/" }, { "code": "Website", "description": "California Secretary of State", "url": "http://www.sos.ca.gov/safeathome" } ] } ], "crossRefs": [ { "code": "0440", "title": "District Technology Plan", "type": "AR" }, { "code": "0440", "title": "District Technology Plan", "type": "AR" }, { "code": "1100", "title": "Communication With The Public", "type": "AR" }, { "code": "1112", "title": "Media Relations", "type": "AR" }, { "code": "1113", "title": "District And School Websites", "type": "AR" }, { "code": "1113", "title": "District And School Websites", "type": "AR" }, { "code": "1312.3", "title": "Uniform Complaint Procedures", "type": "AR" }, { "code": "1312.3", "title": "Uniform Complaint Procedures", "type": "AR" }, { "code": "1340", "title": "Access To District Records", "type": "AR" }, { "code": "1340", "title": "Access To District Records", "type": "AR" }, { "code": "2121", "title": "Superintendent's Contract", "type": "AR" }, { "code": "3100", "title": "Budget", "type": "AR" }, { "code": "3100", "title": "Budget", "type": "AR" }, { "code": "3230", "title": "Federal Grant Funds", "type": "AR" }, { "code": "3230", "title": "Federal Grant Funds", "type": "AR" }, { "code": "3280", "title": "Sale Or Lease Of District-Owned Real Property", "type": "AR" }, { "code": "3280", "title": "Sale Or Lease Of District-Owned Real Property", "type": "AR" }, { "code": "3311", "title": "Bids", "type": "AR" }, { "code": "3311", "title": "Bids", "type": "AR" }, { "code": "3440", "title": "Inventories", "type": "AR" }, { "code": "3452", "title": "Student Activity Funds", "type": "AR" }, { "code": "3460", "title": "Financial Reports And Accountability", "type": "AR" }, { "code": "3460", "title": "Financial Reports And Accountability", "type": "AR" }, { "code": "3514", "title": "Environmental Safety", "type": "AR" }, { "code": "3514", "title": "Environmental Safety", "type": "AR" }, { "code": "3514.2", "title": "Integrated Pest Management", "type": "AR" }, { "code": "3516", "title": "Emergencies And Disaster Preparedness Plan", "type": "AR" }, { "code": "3516", "title": "Emergencies And Disaster Preparedness Plan", "type": "AR" }, { "code": "3516.5", "title": "Emergency Schedules", "type": "AR" }, { "code": "3523", "title": "Electronic Signatures", "type": "AR" }, { "code": "3523", "title": "Electronic Signatures", "type": "AR" }, { "code": "3542", "title": "School Bus Drivers", "type": "AR" }, { "code": "3543", "title": "Transportation Safety And Emergencies", "type": "AR" }, { "code": "3550", "title": "Food Service/Child Nutrition Program", "type": "AR" }, { "code": "3550", "title": "Food Service/Child Nutrition Program", "type": "AR" }, { "code": "3551", "title": "Food Service Operations/Cafeteria Fund", "type": "AR" }, { "code": "3551", "title": "Food Service Operations/Cafeteria Fund", "type": "AR" }, { "code": "4030", "title": "Nondiscrimination In Employment", "type": "AR" }, { "code": "4030", "title": "Nondiscrimination In Employment", "type": "AR" }, { "code": "4040", "title": "Employee Use Of Technology", "type": "AR" }, { "code": "4111.2", "title": "Legal Status Requirement", "type": "AR" }, { "code": "4112.2", "title": "Certification", "type": "AR" }, { "code": "4112.2", "title": "Certification", "type": "AR" }, { "code": "4112.42", "title": "Drug And Alcohol Testing For School Bus Drivers", "type": "AR" }, { "code": "4112.5", "title": "Criminal Record Check", "type": "AR" }, { "code": "4112.6", "title": "Personnel Files", "type": "AR" }, { "code": "4112.9", "title": "Employee Notifications", "type": "AR" }, { "code": "4112.9", "title": "Employee Notifications", "type": "AR" }, { "code": "4113", "title": "Assignment", "type": "AR" }, { "code": "4113", "title": "Assignment", "type": "AR" }, { "code": "4119.21", "title": "Professional Standards", "type": "AR" }, { "code": "4119.21-E PDF(1)", "title": "Professional Standards", "type": "AR" }, { "code": "4119.42", "title": "Exposure Control Plan For Bloodborne Pathogens", "type": "AR" }, { "code": "4119.42", "title": "Exposure Control Plan For Bloodborne Pathogens", "type": "AR" }, { "code": "4119.42-E PDF(1)", "title": "Exposure Control Plan For Bloodborne Pathogens", "type": "AR" }, { "code": "4131", "title": "Staff Development", "type": "AR" }, { "code": "4131", "title": "Staff Development", "type": "AR" }, { "code": "4151", "title": "Employee Compensation", "type": "AR" }, { "code": "4211.2", "title": "Legal Status Requirement", "type": "AR" }, { "code": "4212.9", "title": "Employee Notifications", "type": "AR" }, { "code": "4219.12", "title": "Title IX Sexual Harassment Complaint Procedures", "type": "AR" }, { "code": "4219.21", "title": "Professional Standards", "type": "AR" }, { "code": "4219.42", "title": "Exposure Control Plan For Bloodborne Pathogens", "type": "AR" }, { "code": "4219.42", "title": "Exposure Control Plan For Bloodborne Pathogens", "type": "AR" }, { "code": "4231", "title": 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{ "code": "5125.1", "title": "Release Of Directory Information", "type": "AR" }, { "code": "5125.1", "title": "Release Of Directory Information", "type": "AR" }, { "code": "5141", "title": "Health Care And Emergencies", "type": "AR" }, { "code": "5141", "title": "Health Care And Emergencies", "type": "AR" }, { "code": "5143", "title": "Insurance", "type": "AR" }, { "code": "5145.3", "title": "Nondiscrimination/Harassment", "type": "AR" }, { "code": "5145.3", "title": "Nondiscrimination/Harassment", "type": "AR" }, { "code": "5145.6", "title": "Parent/Guardian Notifications", "type": "AR" }, { "code": "5145.6-E PDF(1)", "title": "Parent/Guardian Notifications", "type": "AR" }, { "code": "5145.7", "title": "Sexual Harassment", "type": "AR" }, { "code": "5145.7", "title": "Sexual Harassment", "type": "AR" }, { "code": "5148.2", "title": "Before/After School Programs", "type": "AR" }, { "code": "5148.2", "title": "Before/After School Programs", "type": "AR" }, { "code": "5148.3", "title": 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