Requesting Records and Transcripts:
If the student has graduated or withdrawn in the last two years, contact the last school attended for records.
For all other student record requests, download this printable PDF Form
or send a written request providing the following information:
- Student’s complete name at the time of graduation or withdrawal
- Student’s date of birth
- A day-time phone number
- A complete address where information is to be sent
- An email address if available
- Is the request for a transcript, immunization record, complete record or education verification?
- Last year student attended Paulding County Schools
- Name of last Paulding County school attended and grade
- Did the student graduate or withdraw?
- The request must be signed by the student (if 18 years or older) or legal guardian
- A processing fee of $3 is required from students. The processing fee is waived for graduates of the 2005-2006 school year.
- A processing fee of $10 is required from any business or agency requesting any type of student information
- Send form or written request with check, cash or money order to the Paulding County School District, Records Management Service Center, 522 Hardee Street, Dallas, GA 30132.
Omitted information may cause a delay in processing your request.
Please allow 72 hours for record processing.
If you have further questions, please contact Donna Kopp, Records Management Officer, at dkopp@paulding.k12.ga.us or 770-443-8000, extension 10212.
Frequently Asked Questions Regarding Records
What is a vital record?
“Vital records” are records containing information required to continue or reestablish operations in the event of an act of terrorism or disaster; records necessary to re-create an organization’s legal and financial position and preserve the rights of the organization and its customers, employees, shareholders and other stakeholders.
Personal “vital records” most commonly refers to records such as birth and death certificates, marriage licenses and divorce decrees, wills, etc. Generally, these records are created by local authorities.
Vital records must be kept permanently.
What is the process for destroying records?
Once an inventory of records is completed and it is determined, based on the Paulding County School District’s Retention Schedule, that the documents have been held for the appropriate time, a Certificate of Records Destruction Form is completed and submitted to the Record Manager for approval.
Once the documents are approved for destruction, arrangements can be made for disposal at the school level (documents with sensitive information must be shredded) or through the Records Service Center for routine shredding service.
How often does the records service center arrange for routine shredding service?
Twice a year – usually in January and July
Is there a charge if the records service center arranges for the shred?
There is no charge if the shredding is done through the Records Service Center.
What is a records retention schedule?
Records retention schedules list and describe the records series that exist within organizations and specify for each type the length of time they are to remain in active systems, in inactive systems, and when they may be deleted, destroyed or designated for archival retention. Georgia law requires that documents produced by school systems be retained for varying lengths of time according to a Retention Schedule published periodically by the Secretary of State’s office.
Where can i research Georgia’s laws regarding records retention?
The complete Official Code of Georgia Annotated (O.C.G.A.) can be found at
http://w3.lexis-nexis.com/hottopics/gacode/Default.asp?loggedIn=done
The specific law referring to records retention is found at O.C.G.A. 50-18-92.
Where can i find paulding county’s record retention schedule?
A copy may be obtained from the Records Service Center, 522 Hardee Street, Dallas or contact Donna Kopp 770-443-8000, ext 10212 email: dkopp@paulding.k12.ga.us.
where can i obtain a copy of my transcript
(or other information from my school’s permanent record)?
Transcripts of students who have graduated or withdrawn within the last two school years can be obtained from the last school attended. Transcripts of students who have graduated or withdrawn more than 2 years ago can be obtained from the Records Service Center, 522 Hardee Street, Dallas, GA. Phone: 770-443-8000, ext. 10212 or email: dkopp@paulding.k12.ga.us.
A certified copy can be requested by completing a form available at the office or by printing out the Online Form and mailing or delivering it to the above address.
Is there a fee for student records processing?
Yes, there is a $3.00 processing fee for individuals requesting records and a $10.00 fee for agencies requesting transcripts and education verifications.
The fee can be cash, money order or check payable to Paulding County School District.
How long does it take?
It is very helpful to call ahead. A phone message center is available to leave your request at 770-443-8000, ext 10212. We will respond to your request within 3 business days.
What types of records will be housed at the records service center?
The Records Service Center is designed to house all inactive student permanent records. In addition, it will serve as a repository for other inactive records such as financial, transportation, SNP and SST files. |
