The District’s Records Management Officer has the responsibility of archiving all of the permanent records within the District. Part of the archival records series is the graduated student cumulative files. As the District's Records Management Officer, I am responsible for digitizing the permanent portion of the student’s cumulative records upon graduation and retaining the “fluff” in our records room for 6 years.
A student’s cumulative file moves with the student through grade progression. Each building is responsible for their student files and must make sure that the records are kept in an organized manner and that all permanent records are placed within each student’s cumulative file. Each student’s file must be reviewed and fluffed according to the LGS-1 retention schedule. All permanent records are to be kept in the front of each student’s file, while all fluff records are wrapped with a colored piece of paper and placed in the back of each file. All non-permanent records are shredded or returned to the student prior to graduation. The boxes of files should be labeled and then sent to Eastview/Highlands Middle/ High School or Rochambeau following the student until graduation.
The labeled boxes of eight grade graduating student cumulative files along with any of the records of students who have left the District are sent to the High School Guidance Department for processing. The High School Guidance Department will make sure that the students' cumulative records are reviewed, complete, organized and fluffed. The records will then be sent to the High School Archive Records room to be processed for digitation and retention. All the graduating student’s cumulative permanent records will be sent to BOCES to be digitalized while we keep the fluff portion on site until their discard date. All records are either digitized- permanent records only, fluffed – retained for 6 years, or shredded – non-permanent, according to the new LGS-1 retention guide issued by the state.
See below separate instruction sheets for:
- Students Folders who have left the District K-12
- Student Cumulative Folders – K-12
- Graduating Student Folders
***Please note, the lists of what records are considered permanent, non-permanent and fluff, are as of 6-30-21 and each year these lists may be updated depending on state guidance.
Also below is a label to be used for boxing the student cumulative folders.
If you have any questions regarding current student, left student or graduating student cumulative files, please contact Kelly Massover, Records Department at the High School. Her number is 914-422-2245 or via email at: WPHSrecords@wpcsd.k12.ny.us
CUMULATIVE FOLDER - RECORDS GUIDELINES AND LABEL
FAMILY INFORMATION FORMS: