HISD RECORDS and Information MANAGEMENT DEPARTMENT

Procedures for Transferring In-Active Special Education
Student Records to the District Records Center

Box Folders
•	Group folders by academic year (September 1, 2015 – August 31, 2016) and alphabetize them in the box by the student’s last name. Use record storage boxes (10”x12”x15” with detachable lid) which can be ordered from the HISD Warehouse (SAP order # 2692) or an HISD office supply vendor.  Do not overstuff the boxes. 

Label Boxes
•	Label the boxes using black marker only or complete the WORD box label template which is on our webpage.
•	Include the school’s name, box number (1 of 4, 2 of 4, 3 of 4, etc.), date range (academic year) and a description of the contents – see example below. 
•	Place the label on the short side of the box. If plain paper is used, be sure to tape down all four sides

Inventory the Folders	
•	Type the student’s name, ID, date of birth, last date of service, school name and box number on the EXCEL Box Inventory spreadsheet. Each box must have its own inventory sheet. Place a copy of the inventory in each corresponding box. Do not handwrite or change the spreadsheet format. 

•	Email an electronic copy of the box inventory spreadsheet to RecordsManagement@houstonisd.org for review. Be sure to save your spreadsheet for your records in the event changes need to be made.

•	If changes are not needed, a Request to Transfer Records form will be created by Records Management and emailed to you. Complete the bottom section of the Request to Transfer Records form with your name, contact information and obtain an approval signature from the Special Ed Chairperson or designee. Scan and email the signed Request to Transfer Records form to us for processing.

Schedule Box Pickup
•	Upon receipt of the signed Request to Transfer Records form, you will be contacted by Records Management to schedule a date for transferring the records. 

Records Past Retention
•	For records that are past the required retention period, you will need to complete a Request for Destruction form along with the Excel Box Inventory spreadsheet form referenced above.  

If you have any questions, contact us at 713-556-6055 or RecordsManagment@houstonisd.org.