Records

Parents or guardians seeking access to their child's student education records should contact the child's school directly. Student education records are handled under separate student-record procedures and are not processed through the District's Open Records request process.

School Directory

The Kentucky Attorney General provides a standardized form for requesting public records. Using the form is a convenient way to provide the information needed to process your request.

Kentucky Standard Open Records Request FormImportant: You are not required to use the standardized form. A written request that satisfies the applicable requirements of the Kentucky Open Records Act may also be submitted.

KCSD Rules for Inspection of Board Records
District-specific rules covering office hours, submission information, copying fees, response procedures, and commercial-purpose requests.

If a requester disagrees with the District's response, the Attorney General guide explains the process for seeking review of an Open Records matter. A requester may submit an appeal to the Office of the Kentucky Attorney General with the written request and the District's written response, if one was issued.

A written Open Records request should:

• Be signed by the requester. An electronic signature may be used for an electronically submitted request.
• Include the requester's name printed legibly.
• Include a mailing address and, when applicable, an email address.
• Describe the public records being requested.
• Include the required statement describing how the requester qualifies as a resident of the Commonwealth of Kentucky.

Help Us Locate the Records You Need

Specific requests can generally be processed more efficiently. When possible, identify the particular records you are seeking and include relevant names, schools or departments, dates, date ranges, document types, or other information that will help locate the records.

The Open Records Act provides access to existing public records. It does not require a public agency to create a new record or compile information that is not already maintained in an existing record.

Email
david.rust@kenton.kyschools.us

Mail or Hand Delivery
Kenton County School District
2044 Tuscanyview Drive
Covington, KY 41017

Fax
859-344-1531

District Office Phone
859-344-8888

The District will issue a written response within five business days of receiving the request, unless a longer period is permitted under applicable law. If responsive records are in active use, in storage, or otherwise unavailable within that period, the District's written response will explain the reason for the delay and identify the earliest date on which the records will be available.

If all or part of a request is denied, the District's written response will identify the applicable legal basis for withholding the record and explain how it applies.

Inspection, Copies & Fees

Residents of the Commonwealth may inspect nonexempt public records during the District's regular office hours:

Monday-Friday, 8:00 a.m.-4:00 p.m.
Kenton County School District
2044 Tuscanyview Drive
Covington, KY 41017

Current District copying fees:

• Hard-copy records: $0.10 per page.
• Other media, when applicable: actual cost to the District.
• Mailing costs may apply when records are provided by mail.

There is no copying charge merely to inspect nonexempt public records in person. The District may require applicable copying and mailing charges to be paid before copies are provided.

If records will be used for a commercial purpose as defined by Kentucky law, the requester must provide the required certification of the commercial purpose. The requester will also be required to enter into an agreement with the District addressing the permitted commercial use and the applicable fee for producing the records.

The standardized Attorney General request form includes a statement asking whether the request is for a commercial purpose.

Kentucky Attorney General - Open Records and Open Meetings Guide (2025)
Official Attorney General guide explaining the Kentucky Open Records Act, request procedures, exemptions, appeals, and related Open Meetings requirements.

Use the official Kentucky Public School District Records Retention Schedule as the authoritative source for retention requirements. For a faster KCSD-focused lookup, use the KCSD Records Retention Summary Guide immediately below it to identify commonly maintained District records, applicable record series, retention requirements, and the staff or departments typically responsible for those records.

Official Kentucky Public School District Records Retention Schedule

Start here. This is the authoritative Kentucky Department for Libraries and Archives schedule for public school district records, including complete series descriptions, functions, access restrictions, and disposition instructions.

KCSD Records Retention Summary Guide
Use this KCSD quick-reference guide for an easier summary of commonly maintained records, retention requirements, and role/ownership guidance.

Role-Specific Quick Guides

These KCSD quick-reference guides identify record series commonly associated with specific school roles. They supplement, but do not replace, the official retention schedule.

Principal Retention Quick Guide

Secretary/Clerk Retention Quick Guide

Attendance Retention Quick Guide

School Finance Retention Quick Guide

District records may be destroyed only after the applicable retention requirement has been satisfied and the required destruction process has been followed.

Before beginning destruction, confirm all of the following:

• The correct records series has been identified.
• The required retention period has been completed.
• The records are not designated for permanent retention.
• The records are not needed for pending litigation, an investigation, an audit, an open records matter, or another records hold.
• The records can be described accurately by series number, official title, date span, and volume.
• A Records Destruction Certificate will be completed and submitted as required.

Important: If there is pending litigation or the record is otherwise in question, destruction must be paused until the issue is resolved.

Proceed to the Records Destruction Certificate

Use the current KCSD Records Destruction Certificate to document records being destroyed. The form includes KCSD-specific instructions and fields for the school/site, submitting employee, records series, official record title, date span, volume, destruction method, and destruction date.

KCSD Records Destruction Certificate

Destruction Documentation Parameters

Use this guide to estimate paper-record volume for the destruction certificate. It includes standard KCSD volume references for copy-paper boxes, locking rollaway bins, and partial boxes.

Quick Completion Reminders

• Select the applicable school/site and identify the office or department as needed.
• Enter the records series number from the applicable retention schedule.
• Enter the record title exactly as it appears in the applicable schedule.
• Use the inclusive oldest and most recent dates for the record date span.
• Document the volume of records being destroyed.
• Record the actual destruction method and destruction date.

Use these resources for District records procedures, records storage, student-record management, audio/video records, electronic file and folder management, and related records-management questions.

District Records Management

KCSD Records Management Procedure

District procedure addressing records retention, disposal, permanent records, electronic records, and email/voicemail management.

Records Storage Box Label - Large

Records Storage Box Label - Small

Storage labels capture the department/office, date span, box number, record series, destruction eligibility date, and the employee/date associated with boxing the records.

Student Records Management

Cumulative File and Record Retention Guide

Request to Inspect, Amend or Destroy Student Educational Records

Release/Inspection of Student Records to Third Party

Requesting Student Records vs. Public Records
Decision guide distinguishing student educational records from public records and identifying the appropriate request path.

Audio/Video Records Management

Audio/Video Record Management Memo
Guidance for principals and District leadership concerning downloaded recordings, the 30-day surveillance-video cycle, preservation, and destruction documentation.

Electronic Records Management

Electronic Records File & Folder Naming Guidelines
Use this guide when creating and organizing electronic records. It recommends short, consistent and meaningful file names; avoiding spaces and most special characters; using YYYY-MM-DD or YYYYMMDD date formats; and organizing folders in a way that relates electronic records to the applicable record series and business function. Revised 05.08.2024.

These materials provide general and role-specific training on District records-management responsibilities and procedures.

General Information/Training

Managing Local Government Records - General KCSD Training

Preserving Emails as PDFs for Long-Term Archiving

Step-by-step Outlook guidance for saving long-term or historically significant email outside the email server in searchable PDF form and preserving attachments in a searchable manner

Records Management Refresher

Athletic Director Training

Managing Local Government Records - Athletic Director Training

SRO TrainingManaging Local Government Records - SRO Training

SRO Records Cheat Sheet

Quick-reference guidance for printed student records, email/voicemail, surveillance video, preservation, and destruction documentation.

Records-retention questions are often specific to the record, how it is used, and whether another legal or administrative requirement applies. If you cannot identify the correct record series, are uncertain whether the retention period has been met, or believe a record may be subject to litigation, an investigation, an audit, an open records matter, or another hold, do not destroy the record.

If you do not know under what series a record falls, please contact the records manager.