This Retention of Documents and Destruction Policy is adopted to ensure that NTC complies in good faith with state and federal laws regarding the preservation of information and records. Records covered by this policy are those created or received by NTC that involve: (1) the transaction of official business; (2) the expenditure of public funds; or (3) the administration of public property. This policy is to be used as a guideline for the retention, preservation and disposal of certain records. As used in this Policy, “record” means any document, book, paper, photograph, microfilm, computer tape, disk, record, sound recording, film recording, video record or other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official business the expenditure of public funds, or the administration of public property. Record does not mean computer software, non-NTC personal effects, or (unless public disclosure is required by other laws or regulations), personal financial information, credit reports or other financial data obtained by or submitted to NTC for the purpose of evaluating credit worthiness, obtaining a license, permit, or for the purpose of becoming qualified to contract with NTC.

1. Records to be Retained

   1. Permanent Records
      Permanent Records are those records that possess continuing value because they document the organization, functions, policies, decisions, procedures, and essential transactions of NTC or protect the legal and financial rights of NTC and persons directly affected by NTC. They must be retained permanently.

   2. Essential Records
      Essential Records mean those NTC records necessary to the operation of NTC during an emergency created by a disaster, or necessary to protect the rights and interests of persons or to establish and affirm powers and duties of the school and its related entities in the resumption of operations after a disaster. Essential records are designated for permanent preservation and NTC should be careful to ensure that a minimum of 2 copies of the records are maintained at different locations to avoid loss or destruction.

   3. Statutorily Required Records
      Statutorily Required Records mean those NTC records that are required by state or federal law to be preserved for a finite period of time and in accordance with applicable record keeping requirements.

   4. E-Rate Records
      It is the Administration's policy to retain all E-Rate records for a period of ten years after the last date of service.

   5. Other Records
      Other Records mean those NTC records that are not Permanent Records, Essential Records, or Statutorily Required Records. Other Records should be retained, in NTC’s discretion, for so long as they are needed.

   6. Convenience or Reference Copies

      
      This policy does not apply to copies of records created for the user’s convenience.

2. Format of Retained Records
   Retention requirements apply equally to electronic and paper records. This Document Retention Policy does not specify which formats shall be used for records creation and retention. This policy’s objective is provide NTC with the discretion to maintain individual records in the most efficient and cost effective format consistent in accordance with sound records management principles or as required by law. To the extent paper records are to be retained, originals should be retained to the extent practical.

   1. Microformat
      NTC may elect to maintain records on microforms or in electronic format provided the following conditions are satisfied:

      1. All microfilming and microfiching is performed in accordance with law, including Archives and Records Commission;

      2. NTC retains at least one (1) user copy of all master negatives; and

      3. The use of microformats is not prohibited by state and federal law.

   2. Optical Imaging Systems
      NTC may elect to retain records in an optical imaging format provided the following conditions are satisfied:

      1. All optical imaging systems and applications are in compliance with Archives and Records Commission; and

      2. The storage of records in optical imaging format is not prohibited by state and federal law.

3. Storage of Records

   1. Off-Site Records Storage
      NTC may store records at an off-site storage center. An off-site storage center may be used provided:

      1. Records can be removed from the office environment;

      2. Access to records is limited to only authorized personnel;

      3. Information retrieval services are available, including the ability to make copies;

      4. The storage of records in an off-site storage center is not prohibited by state and federal law.

   2. On-Site Record Storage
      NTC may store records at an on-site storage center. An on-site storage center may be used provided:

      1. Records can be removed from the office environment;

      2. Access to records is limited to only authorized personnel; and

      3. Information retrieval services are available, including the ability to make copies;

      4. The storage of records in an on-site storage center is not prohibited by state and federal law.

4. Electronic Recordkeeping Systems (except e-mail system)
   If NTC elects to store records in an electronic recordkeeping system, the following conditions apply:

   1. All electronic records must be backed up on a regular basis and all back up media must be stored in separate locations under proper environmental conditions;

   2. All data must be secured against accidental or unauthorized addition, modification, or deletions of records; and

   3. The maintenance of records in an electronic format is not prohibited by state or federal law.

5. E-Mail Systems
   Electronic mail (e-mail) records that need to be preserved should be either:

   1. Printed in hard copy and kept in the appropriate file;

   2. Downloaded to a computer file and kept electronically or on disk as a separate file; or

   3. Stored in an electronic recordkeeping system accordance with Section IV.

6. Responsibility for Oversight and Implementation and Additional Provisions
   Responsibility for oversight and implementation of this policy is vested in the Superintendent or such person(s) designated by the Superintendent. Nothing within this policy prevents the Superintendent or the Superintendent’s designee from prescribing additional document retention and/or a destruction requirement as the need arises.

Adopted September 14, 2009
Amended 08/09/2010
Amended July 26, 2016