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- About Us
- Preface
- Acknowledgments
- Task Force Members
- 1: An Overview
- 2: Summary of Key Federal Laws
- 3: Protecting the Privacy of Individuals During the Data Collection Process
- 4: Securing the Privacy of Data Maintained and Used Within an Agency
- 5: Providing Parents Access to Their Child's Records
- 6: Releasing Information Outside an Agency
- A. Types of Information Release
- B. Release of Directory Information
- C. Release With Prior Consent
- D. Release Without Prior Consent
- E. Release to Researchers
- F. Release to Other Service Agencies
- G. Review Prior to Release
- H. Avoid Misuse of Information by Nonintended or Secondary Users
- I. Document the Release
- J. Ensure the Security of Data in Electronic Transmission
- Commonly Asked Questions
- References
- List of Exhibits & Figures
- List of Acronyms
PDF & Related Info
Ghedam Bairu
6.I. Document the Release
Agencies or schools should maintain records of access, retrieval, or release of records, including the names of persons retrieving records and the purposes for each release, and a list of personnel authorized to have access to the file. They should also maintain a record of user requests for data that have been denied or only partially fulfilled. Such information can be used for periodic reviews of agency confidentiality and data release policies.
Information about releases with or without prior consent of the parent should remain with the education record as long as the record is maintained. It is a good practice to document all access and release. However, documentation is not required if the request was made by or release was made to the most common users:
- the parent or eligible student;
- a school official who has been determined to have a legitimate educational interest;
- a requester with written consent from the parent or student; or
- a requester seeking directory information only.
