Data Systems

Secure Data Sharing 

Schools must NOT use email to share personally identifiable information (PII) such as names, SSNs, addresses, birthdates, and gender. Email is not secure and could compromise privacy and data security. 

Instead, schools should use CSI’s secure system, Google Drive (G-Drive), for sharing files with CSI.   

• Access: CSI will provide access to G-Drive folders for designated Data Submissions Contacts at the start of each school year. If there is a change in this contact, email the CSI Data Submissions Team. 

• File Uploads: Schools should upload files containing PII to the shared folders and inform the CSI Data Submissions Team via email when files are ready. CSI will upload documents like error reports and summary reports with PII to the appropriate folders and notify the schools.  

• Instructions: Instructions for using G-Drive secure file share system 

Data Retention 

Schools should retain records and documentation in alignment with the State Archivist’s Records Management Manual for School Districts.  

Specific guidance for the retention of data collected for the purposes of funding can be found in the state’s various Audit Resource Guides (At-Risk, English Learner, and Pupil Count).  

• For the Pupil Count and English Learner Audits, schools must retain documents supporting certifications or data provided to CDE until audited by CDE or for five years from certification due dates, whichever comes first.  

• For the At-Risk Audit, schools must retain documents supporting free and reduced price lunch eligibility status until the audit is complete for the next school year if carryover status from a prior year is used for eligibility.