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Transportation: School Bus Routing and Scheduling

School District and BOCES

Transportation: School Bus Routing and Scheduling
Title Major Revision Previous Schedules Schedule Item
Automated road/street file or data layer contained in school bus routing and scheduling G.I.S.:


RETENTION: Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced

 ED1 386 990
Automated student data file contained in school bus routing and scheduling G.I.S. or other automated system, G.I.S. or other automated system,

used primarily for school bus routing and scheduling:
RETENTION: Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced
NOTES: If this data file also serves as the basic data file of an automated student information system (see item no. 953 in the Student Records: Student Information Systems and Related Records subsection), or if no automated student information system exists and this data file constitutes the school district’s or BOCES’ only record listing and providing basic information on all students, the school district or BOCES should consider permanent retention of the basic data elements. See note to item no. 953 for additional information.

 ED1 387 991
Automated individual school information data file (sometimes contained in school bus routing and scheduling G.I.S.)

containing basic data on school building and its administration, and summary student information, for each school within a district:
RETENTION: Maintain as updated data file as long as system is in use, and for 6 years after system upgraded or replaced

 ED1 389 992
Transportation-related system operation history file,

containing significant data and/or periodic data snapshots, generated from detailed system data
NOTES: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. Contact the State Archives for additional advice in this area.

 ED1 499 993

a: When created at regular intervals, such as annually:
RETENTION: 0 after no longer needed

b: Created when data from this file is used in conjunction with planning reports, studies or special projects:
RETENTION: Retain as long as the reports, studies and other principal records for which the history file or snapshots are created are retained.
Records of updates, corrections and confirmations to data files

used in automated transportation-related systems, including assignments:
RETENTION: 1 month

 ED1 500 994
Transportation-related routing and scheduling reports, studies or data queries,

including documentation of macros, queries, and reports:
RETENTION: 0 after no longer needed
NOTES: Appraise the records for archival value. Certain reports and studies may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.
Macros or queries are created for a number of reasons. For example, an automated system might be used to produce maps and reports which recommend and lead to construction of an additional elementary school in a school district. In this case, the system output reports and maps should be retained permanently. The State Archives recommends that any macro or query created as part of this process also be retained as long as the resulting report or study. See also item no. 998.

 ED1 302 995
School bus route schedule, map or diagram,

including such information as locations and times of stops and number of students transported

 ED1 305 996

a: Schedule, map or diagram produced periodically to show routes usually traveled by school buses:
RETENTION: 6 years after superseded or obsolete

b: Schedule, map or diagram produced daily or for each trip, showing route traveled on particular day or trip by school bus:
RETENTION: 1 month
Routine correspondence and similar records relating to school bus routing and scheduling,

included but not limited to letters and maps of bus routes sent to parents and correspondence received relating to updating information on bus routes and schedules:
RETENTION: 1 year

 ED1 390 997
Planning studies conducted using school bus routing and scheduling or other automated system,

covering areas such as new school facility construction and alteration of boundaries within district

 ED1 391 998

a: Official copy of publications, videotapes, or informational literature prepared for public distribution:
RETENTION: PERMANENT

b: Final maps, plans, statistical tables, reports and studies:
RETENTION: PERMANENT

c: Background materials and supporting documentation:
RETENTION: 6 years after project completed, or after date of final entry in record
System operational records of original entry

created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records, including but not limited to tachographic charts and other records generated by vehicle data recorders:
RETENTION: 0 after no longer needed for administrative or legal purposes and relevant information posted to summary record
NOTES: Records custodians should consult their attorney or counsel before these records are disposed of regarding any potential legal value. Recordings of serious incidents may warrant longer retention for legal reasons. Tapes or other records generated by data recorders should be retained until legal action is resolved.

 ED1 501 999