Deploying a data governance team

A dedicated data governance team is essential for ensuring student and employee data is handled in accordance with all regulations. This team should include administrators, IT professionals, outside legal advisors, and records managers. The team's responsibilities would include:

Assessing current data retention practices.
Identifying gaps and risks in compliance.
Establishing clear policies for retention, access, and disposal.
Training staff on proper record-keeping and privacy protocols.
Monitoring adherence and updating policies as laws change.

Guiding principles for district leaders

Retain records for the minimum period required by law, and dispose of them promptly when allowed. If the law is unclear on that type of record, review the value of keeping it versus the risk it presents and discuss with your attorney.
Keep only what is necessary for educational, legal, or operational purposes. Very few types of records must be kept in physical format. While a large endeavor initially, culling your district's physical records could save hundreds of thousands of dollars in warehouse fees every year after.
Protect records from unauthorized access, loss, or theft through robust technical and physical safeguards. Once the district knows what data it is maintaining, it can categorize that data based on confidentiality, risk, and compliance requirements and create a security plan for those records accordingly.
Communicate retention policies clearly to staff, students, and families. Staff should be aware of which student records to maintain and which to promptly dispose of, and how. A teacher holding onto things in a student's file can inadvertently result in unnecessary documents becoming part of the student's educational record under FERPA, which increases the district's legal obligations to protect it.
Assign responsibility for records management, provide regular training, and invest in the creation of a data governance team. This is not a small job, and it requires staff with dedicated roles to its implementation.

Final keys to safety

Districts can minimize liability and protect student privacy by understanding the types of data it holds, staying informed about legal requirements, addressing outdated retention policies, and establishing a strong data governance team.

Instant Insights /

How to minimize liability when managing vast amounts of student records

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