Hi Beth, Deb Reed, Henrico County Public Schools, here.  When the student
withdraws, we send a full copy of the records to the receiving division,
keeping the original here.  We maintain our withdrawal and graduate student
records at the schools for 5 years, then transfer them to the records
management offices in central office where we scan them for permanent
retention.  We do not scan report cards if we have transcripts that are
complete.  If we're missing a year on the transcript for some reason, then we
do scan the report cards. We do scan health records and test score cards.  We
enter the data from the requesting person/agency on our "record data disclosure
card," in the file, so we don't usually keep a copy of the request in the
file.  Let me know if you have any other questions.  You can call me too at
(804) 652-3854.

Deb Reed

"Stillwell, Beth" wrote:

> I'd like to know what other school systems do with records of students who
> have withdrawn from their school division to attend school elsewhere.
>
> In our school division requests for records to be forwarded are kept in the
> students' files along with a copy of the records.  These records are boxed
> and stored permanently in our archive.  If these records need to be
> microfilmed for permanent retention, should report cards as well as health
> record and test data be filmed.
>
> Thanks for your advice.
>
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