Records Retention and Disposition Schedule ED-1

a.       Summary record or individual records when not posted to summary record:
RETENTION:        0 after individual attains age 27

b.       Individual records when posted to summary record, except blood and body fluids incident report:
RETENTION:        1 year after end of school year

c.       Individual immunization record, including authorization and/or parental consent:
RETENTION:        6 years, or 3 years after individual attains age 18, whichever is longer

NOTE:  These records may be requested beyond their minimum legal retention period by persons needing proof of certain immunizations for college admission or other purposes.  The State Archives recommends that school districts and BOCES evaluate the need to retain immunization records longer than the stated minimum retention period for these purposes.

d.       Blood and body fluids incident report, even when posted to summary record:
RETENTION:        0 after individual attains age 27

Log of students' accidents and illnesses during school day:
RETENTION:        1 year after end of school year

NOTE:  This retention period presumes that information contained in the log is also contained in the individual and/or summary health records covered by parts a. and/or b. of item no. 137, above.  If this information is not posted to the student's individual and/or summary health records, then the log must be retained until the youngest student listed in it attains age 27.

Student's psychological or social assessment record file

NOTE:  Institutional school districts should retain all these records until the student attains age 27.

a.       Report regarding student's ability, personality, family, and environmental influences:
RETENTION:        6 years after report written

b.       Source materials used in preparing report, including "protocols," tests and notes, for students not classified as special education:
RETENTION:        1 year after report written

c.       Source materials used in preparing report, including "protocols," tests and notes, for students classified as special education:
RETENTION:        6 years

Inventory, storage, receipt and distribution records for vaccines and controlled substances (or other drugs or medication) administered to students and/or employees:
RETENTION:        5 years

Student health summary reports, covering all or groups of students, including school immunization survey summary and communicable disease summary report:
RETENTION:        3 years

a.       Individual case record:
RETENTION:        7 years after discharge or last contact, but no less than 3 years after person attains age 18

b.       Screening, assessment and referral records, not found in individual case record:
RETENTION:        7 years