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Board weighs extending retention of meeting recordings beyond current one-year AR
Summary
Board members debated whether to keep official recordings of meetings longer than the one year retention in the PSBA administrative regulation; some members asked administration and IT to evaluate indefinite retention or a five-to-six-year standard and report back.
Board members discussed the district’s administrative regulation (AR) tied to records retention and whether recordings of board meetings should be retained longer than the PSBA-supplied AR’s one-year retention recommendation.
Board member Dierolf argued for indefinite retention, saying recordings are useful for future research. Administration said current board minutes remain the official record and that recordings are stored in BoardDocs; legal counsel’s office told administration there is no statutory retention period for recordings, leaving retention to board policy.
Dr. Scott Davidheiser said District staff could check with IT and BoardDocs about the technical feasibility of preserving recordings beyond the current practice; he proposed bringing a recommended AR back to the board for a formal decision. “I'll bring the AR regs back to you for our next meeting, and you can make a decision on what it is you want to do with it,” he said.
Board members asked IT to confirm the district’s ability to extract or back up recordings in case the BoardDocs service changes, and requested options such as indefinite retention or a multiyear (for example, five- or six-year) standard for retained recordings.
No policy change was adopted on June 10; administration committed to report back with technical and policy options at a future meeting.
