Storage Audit
The room in your school created for your most important records.
What is the vault?
Leaving cumulative or other sensitive student files unattended, especially at the front desk, creates this type of risk.
What is unauthorized access or a security breach?
Even though they aren’t actively used, these records must be stored with the same security and environmental protection as active records when they contain confidential information.
What are inactive records?
These containers with official district labels keep records organized and off the floor.
What are district storage boxes?
This type of file system separates active enrolled student records from records of students that have withdrawn or graduated?
What is a active cumulative versus inactive cumulative file system?
A sign in sheet to view cumulative files.
What is access control?
Records should never touch this part of the room to prevent water damage and pests.
What is the floor?
These are available free from the records management department and are strictly for storing records, not supplies or moving items.
What are district records boxes?
Examples include student registration forms, attendance sheets, and report cards.
What are types of School District records?
Filing inactive cumulative student records first by year, then alphabetically, makes this part of records management faster and more defensible.
What is disposition or records destruction?
Locking the door and filing cabinets every day.
What are security control?
To prevent damage from fire, the records room should have this system operational or follow local codes.
What is a fire detection system?
To keep track of all inactive records in a records closet, an up-to-date version of this must be maintained and shared with the campus or department custodian.
What is an electronic inventory log?
Use these to help quickly find the record in the schedule, like ‘payroll’ or ‘attendance.’
What are keywords or CTRL F?
These portable devices should never be used for storing official records because they can be lost, stolen, or corrupted.
What are flash drives or removable media?
This simple storage practice prevents water damage, pests, and wear by keeping paper and other records away from the floor.
What is storing records on shelves or in cabinets?
This type of system or treatment helps protect your records from rodents, insects, and other critters.
What is pest management?
This log supports disaster preparedness, recovery efforts, and ensures records can be quickly located or accounted for when needed.
What is the electronic inventory log?
Once you find the matching description in the School District schedule, you write down this number.
What is the record number?
You should never use these common office boxes for storing records.
What are copy paper boxes?
Keeping your most important active cumulative files in these types of cabinets—preferably fire-resistant and lined—protects them from disasters and damage.
What are secure or fire-resistant filing cabinets?
Records should be stored in a room that maintains proper temperature and humidity to prevent deterioration.
What is a climate-controlled room?
Labels for district records boxes can be downloaded and edited from this location.
What is the Records Management Grid page?
You can find step-by-step procedures for identifying, storing, and managing School District records on this page of the Records Management Grid.
What is the Records Management Manual → Procedures?
If you are the Records Liaison for your campus and need help with retention schedules, filing, or storing records properly, this is the person to contact.
Who is the Records Manager? X0580