Best Practices for Record Handling

Below is a list of “best practices” for record handling. These are tips for how to do things that are important, but don’t fall under a clear category. These are things to keep in mind when dealing with records in general:

• Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.

• Social Security numbers should be redacted when found in a student file.

  • If a SSN is found during the process of fulfilling a record request, the request must be fulfilled (do not alter documents). After the record request is fulfilled, redact the original document containing the SSN by placing a straight black line using a permanent black marker through the entire SSN

• All emails which include student information should be encrypted.

  • To encrypt an email, simply type “encrypt” at the end of the subject

• Cleaning out CUMS consistently is VERY important in order to send ONLY what should be sent to the person requesting the records. When subpoenas are received ALL records in a student’s file must be copied and sent no matter if there are duplicate copies in the record

• Per Legal Services, the shred ban has been lifted. It is imperative, however, that before shredding any documents or preparing documents for destruction that you review the Record Retention Schedule to assure that the materials have reached their retention maximum.  Please see the Document Shredding for Digitization for instructions on how to request large quantities of items to be shredded

• Child Abuse/Neglect Referral Letters should not copied or released per ORC 2151.421 I-2A. They should be placed in a sealed envelope that says Confidential: Do not copy or Release