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School Bus Routing and Scheduling

NOTE:  Some school districts and BOCES employ automated systems to handle their school bus routing and scheduling.  Some of these systems have Geographic Information System (G.I.S.) capabilities, permitting the use of computer mapping to assist in the bus routing and scheduling, and having the ability to perform some analysis of spatial data.  The items below are meant to cover not only electronic records contained in these automated systems, but also maps, reports and other system output maintained in both traditional hard copy and electronic format as well. These items also cover manually-generated records of districts and BOCES which do not employ automated systems for bus routing and scheduling.

Some school bus routing and scheduling G.I.S. contain components permitting mapping and other spatial data analysis useful in other areas, such as planning for facility construction and reorganizing school boundaries within a district.  While these records cover functions broader than merely bus routing and scheduling, because these records are contained in and generated by bus routing and scheduling systems, these planning-related records are listed below.

*1.[386] Automated road/street file or data layer contained in school bus routing and scheduling G.I.S.:
RETENTION:            Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced.
*2.[387]

Automated student data file contained in school bus routing and scheduling G.I.S. or other automated system, used primarily for school bus routing and scheduling: 
RETENTION:            Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced

NOTE:  If this data file also serves as the basic data file of an automated student information system (see item no. 378 in the Student Records section, Student Information Systems and Related Records subsection), or if no automated student information system exists and this data file constitutes the school district's or BOCES' only record listing and providing basic information on all students, the school district or BOCES should consider permanent retention of the basic data elements.  See note to item no. 378 for additional information.

*3.[389]

Automated individual school information data file (sometimes contained in school bus routing and scheduling G.I.S.) containing basic data on school building and its administration, and summary student information, for each school within a district:
RETENTION:            Maintain as updated data file as long as system is in use, and for 6 years after system upgraded or replaced.

*4.[499]

Transportation-related system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data

NOTE:  Appraise these records for archival value.  History files may contain valuable information to document system operation over a period of time.  Contact the State Archives for additional advice in this area.

 

a.           When created at regular intervals, such as annually:
RETENTION:        0 after no longer needed

 

b.           Created when data from this file is used in conjunction with planning reports, studies or special projects:
RETENTION:        Retain as long as the reports, studies and other principal records for which the history file or snapshots are created are retained.

*5.[500]

Records of updates, corrections and confirmations to data files used in automated transportation-related systems, including assignments:
RETENTION:            1 month

*6.[302]

Transportation-related routing and scheduling reports, studies or data queries, including documentation of macros, queries, and reports:
RETENTION:            0 after no longer needed

NOTE:  Appraise the records for archival value.  Certain reports and studies may be valuable for long-term planning and for historical and other research.  Contact the State Archives for additional advice.

NOTE:  Macros or queries are created for a number of reasons.  For example, an automated system might be used to produce maps and reports which recommend and lead to construction of an additional elementary school in a school district.  In this case, the system output reports and maps should be retained permanently.  The State Archives recommends that any macro or query created as part of this process also be retained as long as the resulting report or study.  See also item no. 391, below.

7.[305] School bus route schedule, map or diagram, including such information as locations and times of stops and number of students transported
 

a.           Schedule, map or diagram produced periodically to show routes usually traveled by school buses:
RETENTION:        6 years after superseded or obsolete

 

b.           Schedule, map or diagram produced daily or for each trip, showing route traveled on particular day or trip by school bus:
RETENTION:        1 month

8.[390]

Routine correspondence and similar records relating to school bus routing and scheduling, included but not limited to letters and maps of bus routes sent to parents and correspondence received relating to updating information on bus routes and schedules:
RETENTION:            1 year

*9.[391] Planning studies conducted using school bus routing and scheduling or other automated system, covering areas such as new school facility construction and alteration of boundaries within district
 

a.           Official copy of publications, videotapes, or informational literature prepared for public distribution:
RETENTION:        PERMANENT

 

b.           Final maps, plans, statistical tables, reports and studies:
RETENTION:        PERMANENT

 

c.           Background materials and supporting documentation:
RETENTION:        6 years after project completed, or after date of final entry in record

*10.[501]

System operational records of original entry created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records, including but not limited to tachographic charts and other records generated by vehicle data recorders:
RETENTION:            0 after no longer needed for administrative or legal purposes and relevant information posted to summary record

NOTE:  Records custodians should consult their attorney or counsel before these records are disposed of regarding any potential legal value.  Recordings of serious incidents may warrant longer retention for legal reasons.  Tapes or other records generated by data recorders should be retained until legal action is resolved.

 

Other Transportation Records

1.[303] School bus driver qualification file, including but not limited to driver training certificates, character references, application for employment, physical examination, driving examination and training records:
RETENTION:            6 years after termination of employment
2.[304]

School bus purchase and capacity approval application records:
RETENTION:            0 after no longer needed

NOTE:  This item does not cover school bus purchase files, which are covered by item no. 259 in the Fiscal section, Purchasing subsection of this Schedule, and school bus maintenance files, which are covered by item no. 250 in the Public Property and Equipment section.

3.[306]

School bus ridership list or pupil transportation eligibility record for common carriers and contract yellow buses, including names of students for each trip:
RETENTION:            6 years

4.[308]

Driver's daily log report:
RETENTION:            6 years

5.[309]

Non-public school pupil transportation records, including parental requests and consents:
RETENTION:            3 years

6.[392]

School bus safety drill records:
RETENTION:            3 years

7.[395]

Field trip records, including but not limited to trip request data; bus driver, staff and chaperone assignments; list of attendees and trip reports:
RETENTION:            6 years after date of most recent entry

*8.[396] Commuter traffic reduction program records, covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records
 

a.           Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates, including records relating to agency review, approval, disapproval and appeal (copies maintained by local government acting as Local Administrative Agency):
RETENTION:        6 years after superseded or obsolete

NOTE:  Appraise these records for archival value.  These records may be useful in providing information on relieving traffic congestion problems in certain urban areas.  Contact the State Archives for additional advice.

 

b.           Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates (copy maintained by local government employer):
RETENTION:        3 years after superseded or obsolete

 

c.           Bi-annual maintenance report (copy maintained by local government employer or local government acting as Local Administrative Agency):
RETENTION:        6 years

 

d.           Information on potential participants, including list of applicants and individual employee surveys:
RETENTION:        3 years

Last updated
Wed, 2015-10-14 14:48