Looking for a way to efficiently store and preserve school records? Experts offer this advice.
“At the beginning of the school year, set up a file box with hanging folders labeled for each school subject and extracurricular activity — color code it for each child,” says Kathy Schlegel, student academic coach and founder of Organized Enough Coaching and Consulting. “In this box, place items that are no longer active but may need to be retained until the end of the marking period. Once grades have been verified through the report card, discard any filed papers you don’t need.”
At the end of the school year, Schlegel suggests moving papers you want to store permanently to a different file box.
“This one will house school records in subsequent years,” she continues. “Create a file for each of the following: report cards, battery tests and Individual Education Plans (IEP’s), etc. Label each file accordingly, then put them in order with older records in the back and newer ones in the front.”
Avoid storing records in attics or basements, as high humidity and heat can affect preservation.
“Items you want to preserve should be stored in a climate-controlled living area,” says Randy Goss, records preservation officer. “Place them in something that won’t speed deterioration. Acid-free file boxes and folders made out of paperboard are a good option because they have an alkaline buffer to counteract acid in the paper. Another option is to purchase fireproof and waterproof file boxes that hold 8 ½- by 11-inch folders. If you use sheet protectors, opt for clear polyester or polyethylene. To create a keepsake, use acid-free scrapbooking materials and put them in binders.”
