Regulation 6531 – Records Retention/Destruction

For purposes of this Records Retention/Destruction Policy, the term “record” is defined as only
those documents, including documents in digital or electronic format, which were made or
received pursuant to law or in connection with the transaction of official business. Generally, the
District will not maintain documents which do not meet the definition of “record” except to the
extent that such document threatens or involves ongoing litigation.

If the record is in the form of a correspondence, including e-mails, the following guidelines
apply, and are applicable to all district personnel that would normally create or receive record
correspondence:

Correspondence – General:

Routine correspondence sent or received by District administrators that is handled in accordance
with existing policies and procedures and that do not contain significant information about office
policies or program should be retained for one (1) year.

Correspondence – Policy:

Correspondence which state or form the basis of policy, set important precedents or record
important events in the operational history of the District should be kept permanently.

Remaining Records

For all the remaining records that do not constitute correspondence, the Superintendent will
appoint an administrator to oversee the District’s adherence to the Record Retention/Destruction
Policy and Regulation 6531. These non-correspondence records should be retained/destroyed as
stated in the Public School Records Retention Schedule listed on the Missouri Secretary of State
website.