As a general rule, the District shall retain records for the time periods specified by the Records Management Manual, as may be amended from time to time, unless a longer retention period is required by state or federal law. The Board authorizes the Superintendent or the Superintendent's designee(s) to modify the retention periods established by the Records Management Manual for certain categories of records (such as awards received by the District), as appropriate, upon notice to the Board. District employees and Board members shall be responsible for adhering to the Records Management Manual.
Whenever the District is a party in litigation or reasonably anticipates being a party in litigation, upon receiving notice of the litigation matter or anticipated litigation matter, Board members and District employees in possession of hard copy or electronic documents, email and/or other evidence relevant to the litigation or reasonably anticipated litigation shall retain all such documents, emails and other evidence until otherwise directed by the Superintendent or the Superintendent's designee.
Documents and other materials that are not required to be retained by District policy, the Records Management Manual, or state or federal law, and are not necessary to the functioning of the District, may be destroyed when no longer needed. Examples include telephone message slips, miscellaneous correspondence not requiring follow-up or District action, and emails that do not contain information otherwise required to be retained by District policy, the Records Management Manual, or state or federal law.
District employees may be subject to disciplinary action for violation of this policy.
Originally Adopted: January 9, 2012
Current Revision: January 8, 2024
Adoption Date: January 09, 2012
Last Revised: January 08, 2024
| Cross References: | EGA – Electronic Mail |
| JRC - Student Records/Release of Information on Students | |
| Legal References: | 2 C.F.R. § 200.333 (retention requirements for federal fiscal records) |
| C.R.S. § 24-80-101 et. seq. (State Archives and Public Records Act) | |
| C.R.S. § 24-72-113 (limit on retention of passive surveillance records) | |