Records Management

  • Records Management

    Click on link below to see descriptions and retention periods per State Schedule


    Records Management Manual

    RM Manual Jan 2016.pdf

    Central Distribution is responsible for records management within Alief ISD. The Records Management Officer for Alief ISD is Adam Tabor.

    Please scan and email all record request to Andrew Velasco

    Contact Central Distribution at 281-498-8110 ext 73300 with records related questions
    The long term storage of records for Alief ISD is maintained by the Harris County Dept. of Education (HCDE).  In the event of an emergency, HCDE may be contacted directly at the numbers below:
    713-694-9022 tel
    713-694-9242 fax 
    **Please note that only authorized campus and department records management liaisons may contact HCDE regarding stored records

    What is a record? Records Management? 

    Record Life Cycle

    HCDE Price List for 2016-2017

    Destruction Certificate form

    Records Transfer and Request form

    Information about forms and labels


    Email and Records Management

     Click here to review important email sent to "All Staff"

    Electronic Records Notification.pdf


    Records/reports that contain the following student and/or staff information should be shredded.

      • Student grades
      • Student status
      • Student/Employee ID numbers
      • Demographic information
      • Social security numbers
      • Telephone numbers
      • Home addresses
      • Health information
      • Salary information


    Remember storage is permanent for Records documenting the destruction of records under records control schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed.



    If the retention period for a record has expired, the District will not destroy certain documents as shown below. Pursuant to Section 202.002 of the Local Government Code, the District shall not destroy any record, including electronic records, if:

    • the subject matter of the record is known by the custodian to be in litigation or anticipated litigation;
    • the record is subject to a pending request for disclosure under the Public Information Act;
    • there is an outstanding request to inspect and review the record under FERPA;
    • the record is subject to a pending audit by a federal or state grantor or subgrantor agency; or
    • a question remains unresolved from a conducted audit until audit finds are resolved.


    When an event giving rise to a potential claim occurs, appropriate records, including electronic records, will be subject to a litigation hold designed to prevent their routine destruction.

    A school district has an obligation to preserve documents and evidence related to an event once a lawsuit is filed and sometimes even when litigation is only anticipated.