Agenda Item
7. SECOND READ: Amendment to the Bylaws & Policies: Board Policy: CN: Administrative Records ~ Updated 6.11.2026
Summary: Presented by: Mr. H. Eric Hilton, Chief Legal Officer, Division of Legal Services
Request: It is requested that the DeKalb County Board of Education accept the proposed revisions to Board Policy CN: Administrative Records as a second read.
Why: These policy revisions are being proposed for language updates and to include a training requirement
Details: Board Policy CN: Administrative Records. The proposed policy includes a training requirement and includes supporting regulations to address Open Records Requests and document maintenance processes. The district’s records retention schedule is also a supporting exhibit. The Policy Committee reviewed and proposed revisions and recommended placement of this policy on today’s agenda.
Financial impact: No Financial Impact
Contact: Mr. H. Eric Hilton, Chief Legal Officer, Division of Legal Services
Effective: Upon Board Approval
Status: Attorney Approval Not Required
Board Policy Manual
DeKalb County School District
Board Policy CN: Administrative Records Status: DRAFT -
1st Reading
Original Adopted Date: 09/11/2000 | Last Revised Date: 09/11/2000 | Last Reviewed Date:
09/16/2025
CLEAN VERSION
The purpose of this policy is to ensure the proper maintenance,
preservation, retention, lawful disposition, security, and access to
DeKalb County School District records in accordance with the Georgia
Open Records Act, the District’s approved records retention schedule,
and applicable state and federal law.
The Superintendent will designate a District Records Officer or
responsible office to coordinate a comprehensive records management
program and records management plan.
District records will be managed according to approved retention
schedules regardless of format, including paper records, electronic
records, email, and other digital communications.
Employees with responsibility for creating, maintaining, retrieving,
disclosing, or disposing of records will receive appropriate records
management and Open Records training. Records subject to a litigation
hold, audit, investigation, subpoena, pending Open Records request, or
other legal preservation obligations will not be destroyed until released
by the Office of Legal Affairs or other authorized official.
The superintendent or designee will develop administrative regulations
and procedures consistent with this policy.