- Winchester Public Schools
- Records Management Program
Frequently Asked Questions
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Why do we need to do this?
Virginia State law requires that certain records be retained for specified periods of time. In addition, you will be able to free up valuable space by regularly purging files that can either be destroyed or boxed up and stored.
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What type of boxes should I use to pack up my records?
Winchester Public Schools uses special packing boxes for record retention. These are the only boxes that will be acceptable for storage. Please contact Ed Smith, the WPS Records Officer, to obtain the correct boxes for packing your records.
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How much does a Records Center box hold?
A Records Center box (15"x12.5"x10") holds approximately one-half of a filing cabinet drawer. Whenever possible, only place a single type of record in each box. Please do not put any hanging file folders in records center boxes; the metal hangers destroy the boxes and make handling boxes unsafe.
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I've run out of boxes. How do I get more?
Please contact Ed Smith, the WPS Records Officer, so that you can be supplied with the special packing boxes.
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How do I fill out the Certificate of Records Destruction (RM-3)?
FROM: Enter the earliest date of the records packed, using the mm/yyyy format.
BOX NUMBER: Enter a number for the box. It is suggested you create a numbering system for your boxes and keep a list of the box numbers and their contents for future reference.
THROUGH: Enter the latest date of the records packed, using the mm/yyyy format.
RECORD SERIES NUMBER: Enter the record series number from the appropriate Library of Virginia's General Schedule.
RECORDS SERIES TITLE: Enter the corresponding series title.
DEPARTMENT: Enter your school name or department.
DESTROY DATE: Enter the date the records are to be destroyed, using the mm/yyyy format.
CONTENTS: Enter a description of the box contents. If there are too many types of records to list, it is suggested you enter a general description and keep a separate list of the specific records packed in the box.
AUTHORIZATION: Enter the name of your school/department Records Manager, who is authorized to approve destruction of the records.
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Do records management requirements apply only to paper records?
No. All temporary school division records, including electronic records, microforms, and audio-visual materials, are subject to records management.
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Who is the records management contact at my location?
Please contact Ed Smith, the WPS Records Officer, for your WPS records retention liaison.
