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Student Records: Student Information Systems and Related Records

School District and BOCES

**Student Records: Student Information Systems and Related Records**
Title		Major Revision	Previous Schedules	Schedule Item
Basic data on any student contained in or produced by an automated student information system, information system,	including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class: RETENTION: 0 after no longer needed NOTES: School districts and BOCES should consider permanent retention of the basic data elements of these student information systems on an annual or bi-annual basis, such as at the beginning and/or end of the school year. This information may be useful for long-range planning purposes, teaching with historical records projects, and community history research. Contact the State Archives for additional advice.		ED1 378	953
Lists of students	created prior to or in lieu of the maintenance of student data in automated student information systems, containing such information as student's age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, and sometimes ethnicity, summary grade, attendance and deportment information		ED1 379	954	a: All lists created prior to 1910: RETENTION: PERMANENT b: Lists created since 1910: RETENTION: 0 after no longer needed NOTES: School districts and BOCES should consider permanent retention of these lists on an annual or bi-annual basis, such as at the beginning and/or end of the school year. This information may be useful for long-range planning purposes, teaching with historical records projects, and community history research. Contact the State Archives for additional advice in these areas.
Documentation of regular updates made to student lists or student data file,	such as covering corrections, deletions or additions to student data: RETENTION: 1 year		ED1 380	955
School census records	NOTES: The Census and Register of Students With Disabilities is covered by item no. 944, found in the Special Education subsection. If the (general) school census, covered by this item, and the Census and Register of Students with Disabilities are one and the same record, this item covers its retention.		ED1 43	956	a: All school census records created prior to 1949 (some early 19th century census records only list names of parents) including so-called "attendance registers" used between 1895 and 1928, in booklet form provided by the State Office of Public Instruction, later the State Education Department (these booklets also contain the school census, trustees' annual reports, registers of visitors, and other information); and school census and enrollment reports, created between 1929 and circa 1949, in booklets provided by the State Education Department, or their equivalents: RETENTION: PERMANENT b: Post-1949 school census records, maintained in updateable card-file format: RETENTION: 6 years after information it contains becomes obsolete NOTES: While not required to do so, school districts and BOCES may wish to retain some school census records maintained in this format permanently for local and family history research and teaching with historical records projects. Contact the State Archives if you would like additional information on this subject, or to discuss your district's census records in detail. c: Post-1949 school census records, maintained in list, booklet, computer printout or electronic format: RETENTION: Retain one complete census permanently for every 5 year interval; retain others for 6 years
Pupil personnel cumulative record (guidance folder),	containing information on all aspects of student's school career: RETENTION: 6 years after student graduates or would have normally graduated from high school		ED1 272	957