1. Purpose

This Policy establishes the standards and procedures for the retention, maintenance, and client access request process for records, evaluations, IEP drafts, communications, and documentation created, received, or maintained by the Agency in connection with client contracts and advocacy agreements.

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2. Retention Period & Legal Alignment

• Retention Window: The Agency shall retain all official client records, contracts, project files, educational evaluations, medical reports submitted for advocacy purposes, communications, and related documentation for a period of seven (7) years following the date of expiration, termination, or conclusion of the underlying client contract ("Retention Period"). This extended window ensures alignment with relevant statutes of limitations and protects historical records for the duration of the child's educational planning lifecycle.

• Pending Request & Dispute Safeguard: Notwithstanding the standard retention schedule, records shall not be destroyed or purged if there is an active document request, an ongoing dispute resolution proceeding, a state compliance complaint, or a due process hearing pending.

• Disposal & Notice: Upon the expiration of the Retention Period (and in the absence of any active disputes), the Agency reserves the right to securely destroy, erase, or archive all relevant physical and electronic documents. Prior to permanent purging, the Agency will make a good-faith effort to send a final electronic notification to the client’s last known email address, providing a 30-day window to request copies of their personal archive.

 

3. Client Request for Documentation & Copies

• Written Request Requirement: Clients or former clients seeking copies of any documentation, records, or files maintained in their client portfolio must submit a formal request in writing.

• Submission Details: Written requests must be delivered via email or certified mail to the designated Agency contact:

  • Email: info@missybeeadvocacy.com

  • Mailing Address: 8735 Dunwoody Place 11612, Atlanta, GA 30350

• Request Content: The written request must explicitly specify:

  • The full legal name of the client/student and contract or account identifier.

  • The specific documents or records requested.

  • The preferred format and delivery method for the copies.

• Processing & Timelines: The Agency will review and fulfill valid written requests without unnecessary delay, and no later than fifteen (15) business days of receipt (or prior to any scheduled IEP team meeting, mediation, or legal proceeding, whichever comes first), subject to any applicable administrative fees or legal limitations.

 

4. Policy Revisions & Compliance

The Agency reserves the right to amend or update this Document Retention Policy at any time to ensure ongoing compliance with applicable federal, state, and local laws, educational privacy regulations (such as FERPA principles), or regulatory standards.