Minutes of the Public School Records Consortium
December 5, 2013
The Library of Virginia
800 East Broad Street
Richmond, VA 23219
http://www.lva.virginia.gov/agencies/records/psrc/
Present:
Maralee Weeks - Stafford County Kimberly Salyers-Frederick County
Georgia McQuigg - York County Stacey March-Imagex
Rosalyn Trent-King & Queen County Carole Dalton-Roanoke City
Dax Coan-Scribbles Software William “Brent” Martin Roanoke City
Jim Largen-Henrico County
I. Welcome and Introductions:
· The meeting began at 10:25 with Maralee welcoming those present and thanking them for attending.
II. Guest – Stacey March, Imagex-
· Stacey was invited to give a presentation the products and services that Imagex has to offer. Stacey shared a powerpoint presentation and highlighted the customer service Imagex provides, the Document Management services to help solve the paper problem to include image capture and the storage of record in the Image Silo.
III. Scanning Active Records
There were questions from a school district who has scanned all ACTIVE student records. They have come across some problems with the images not appearing as supposed to when all indicators are present that the images should be where they are supposed to be. Dax Coan from Scribbles offered tips on where to trouble shoot and also an approach on how the images could be captured and stored.
IV. Open Questions/Discussion:
· Maralee shared a FERPA response about access to student record when other parent provides documentation from paternity test that shows the person who had thought he was the father of student, the test proved he was not the father. FERPA indicates the paternity test is enough evidence to deny the person who thought they were a parent but are not, access to the student’s record.
· Discussed that it would be helpful to have more records management training for new records persons. Discussed at the next meeting we will actively work on and create a training powerpoint to make available to all school districts so it may be used for Records Management Training for school districts. At the next meeting attendees should have ideas for powerpoint slides and bring information to include in the slides to create a presentation.
V. Next meeting will be held at the Library of Virginia, Orientation Room on January 23, 2014 at 10:00am.
Respectfully Submitted
Maralee Weeks, Stafford County Public Schools
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