Mississippi Administrative Code › Title 7 - Education K-12 › Part 22 - Mississippi Cumulative Folders and Permanent Records Manual of Directions › Section 7-22-IV - THE PERMANENT RECORD

Current through June 25, 2024
A. Purpose of the
			 permanent record
Permanent records are kept in perpetuity for every person who
				has enrolled or is enrolled in a school. The permanent record is the legal
				school record for the student. This document contains
most
of the information recorded on the cumulative
				folder.
B. Storage of the
			 permanent record
The permanent record must be kept, while it is active, in the
				attendance center office in a secure and fire-resistant container or location.
				The permanent record shall be considered active (a) if the student is enrolled
				in the school or (b) if the student has withdrawn and the students of the class
				of which the student was a member have not reached the time of graduation.
				There is no requirement to store the cumulative folder and permanent record in
				two separate locations. This is based on local district policy. Some schools
				keep both records together and some keep them separate. For security, it is
				recommended that the permanent record be kept in a separate
				location.
C. Maintenance of
			 the permanent record when a student transfers
In the event a student transfers to another school district,
				the permanent record shall be kept permanently by the school district from
				which the student transferred. Only the cumulative folder goes with the student
				when he or she transfers. The permanent record of a student transferring from
				one school to another school within the same district shall follow the student,
				as does the cumulative folder. Only when a student moves out of a district does
				the school which the student last attended in that district retain the
				permanent record.
Photocopies printed on regular paper are not acceptable
				as substitutes for permanent records.
It is the responsibility of the
				receiving school to initiate a new permanent record when the student
				enrolls.
D. Maintenance of
			 the permanent record when a student graduates
At the point of the student's graduation or at the time when
				the student would normally have graduated if the student had not withdrawn from
				school, the student's permanent record shall become a part of the permanent
				binder in the central fire resistant depository as designated and provided by
				the board of trustees of the school district. As an alternative method, such
				records may be maintained in a fire resistant storage at the school last
				attended by the student.
E.
			 Individual responsible for the preservation of the permanent record
The permanent binding and preservation of inactive records
				shall be the duty of the superintendent of the school district who shall
				maintain a central depository of the records. At the time that the
				superintendent shall resign or otherwise leave the district, he/she shall
				account for and deliver the permanent record binders to the board of trustees
				of his/her school district.
F. Microfilming, photographing, or scanning
			 of the permanent record Permanent records may be microfilmed, photographed, or
			 scanned. When a school district makes complete copies of inactive permanent
			 records on photographic film or microfilm which may be reproduced as needed,
			 such permanent records may be destroyed after the photographic film or
			 microfilm copy has been stored in a central, fire- resistant depository of the
			 district. If the permanent record is filmed, care should be taken to ensure the
			 highest quality of filming, so that the film will produce a good readable
			 permanent record. [MS Code 37-15-3]
G. Maintenance of permanent records when a
			 school closes
Permanent records of any school (public or nonpublic) that
				closes are transferred to the central depository of the school district wherein
				the closed school is located.