You are here

School Safety

School District and BOCES

School Safety
Title Major Revision Previous Schedules Schedule Item
Disaster preparedness or crisis relocation records


NOTES: See item no. 926, below, for district-wide and school safety plans.

 ED1 62 924

a: Copies of plans held by local government, including supporting maps, when official copies prepared under Section 23, Executive Law, are maintained by county or other local government which created them, along with other disaster preparedness plans, not prepared under Section 23, Executive Law, intended for specific buildings or for use by specific local government units:
RETENTION: 3 years after superseded

b: Background materials and supporting documentation used in preparation of plans:
RETENTION: 3 years
Rescue and disaster response reports

and related records, including responses to threats or hazards to the public, school facilities or vehicles due to natural, technological, or human-made circumstances and/or the discovery of possible explosives, pathogens or other hazardous substances, covering specific incidents

 ED1 66 925

a: Records of major disasters, including information on the response of all agencies to the disaster, including such records as photographs, press clippings, property damage reports, records of emergency response, summary reports of personal injuries, records relating to demolition and new construction, and correspondence:
RETENTION: PERMANENT

b: Records of other than “major” disasters:
RETENTION: 3 years, but not until 3 years after any minor involved attains age 18
NOTES: Specific records should be appraised for historical value and may warrant permanent retention based on the serious nature of the incident involved. These would include actual discovery of explosives, pathogens or hazardous materials, and major facility evacuations and quarantines. Contact the State Archives for additional advice in this area.
District-wide school safety and building-level emergency response plans


2020 (♦)
 ED1 491 926

a: Final approved copies of plans, along with all revisions and amendments:
RETENTION: PERMANENT

b: Plan development, adoption and related records, including records of school safety teams:
RETENTION: 6 years
School violence and dangerous school records


NOTES: Requests for transfer and related records of individual students are covered by item no. 948b in the Student Records: Academic Records subsection.

 2020 (♦)
 ED1 492 927

a: Violent and disruptive incident (VADIR) and Dignity for All Students Act (DASA) reports and summary records, including copies of summary information submitted to the State Education Department (SED):
RETENTION: 0 after youngest person involved attains age 27
NOTES: Summary records may need to be retained longer, even permanently, if they document school violence, or if a school has been designated a persistently dangerous school. Contact the State Archives for additional advice.

b: Violent and disruptive incident data received back from SED:
RETENTION: 0 after data verified and any necessary corrections completed

c: Persistently dangerous school designation records, including SED citation, plan for corrective action, results of audits and monitoring, student transfer protocol and lists of transferring students, and documentation of removal of designation:
RETENTION: PERMANENT
Sexual molestation and sexual harassment records,

maintained separately from student health records or employee personnel records, and not including child abuse or maltreatment reports, covered by item no. 27 in the General Administration section:
RETENTION: 0 after youngest person involved attains age 27

 ED1 493 928
Fire and building condition records,

including but not limited to fire safety inspection reports, fire drill reports, fire alarm records, fire inspection reports, fire investigation reports, structural safety inspection reports, building condition surveys and visual inspection reports

 ED1 246 929

a: Fire safety inspection reports prepared pursuant to Section 807-a, Education Law:
RETENTION: 3 years
NOTES: Although Section 807-a of Education Law authorizes school authorities to destroy these reports after 3 years, the State Archives strongly urges that school authorities holding the "official" or "record" copies of these reports retain these records for 21 years to meet possible legal needs, including for use in personal injury litigation involving minors.

b: Structural safety inspection reports and building condition surveys, required by Section 409-d, Education Law and 8NYCRR 155.4:
RETENTION: 21 years

c: Visual inspection reports, required by 8NYCRR 155.4:
RETENTION: 5 years

d: Records other than reports and surveys covered by parts "a," "b" and "c," above:
RETENTION: 3 years
Emergency medical training records

including defibrillator training, covering local government employees and students who receive training
NOTES: This item covers records of emergency medical training received by school personnel and students. For records of emergency medical training courses for which schools, BOCES or other ED-1 users are course sponsors, see item no. 915 in the Instruction subsection.

 ED1 35 930

a: Training and certification applications and lists of persons who have taken or need to take training:
RETENTION: 0 after superseded or obsolete

b: Original entry training records, when posted to summary record:
RETENTION: 1 year

c: Original entry training records, when not posted to summary record:
RETENTION: 7 years

d: Summary record of training:
RETENTION: 6 years after individual leaves service or student graduates or would normally have graduated from high school, but no less than 7 years
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

e: Course materials, except final or annual reports:
RETENTION: 7 years after course completed