School employees should maintain records regarding Title IX cases that include:
- Any sexual harassment investigation details, including responsibility determinations, recordings or transcripts, sanctions imposed on the respondent, and remedies provided to the complainant.
- Records of any appeal processes and outcomes.
- Documentation of informal resolutions and their results.
- Materials used for training investigators, adjudicators, and Title IX Coordinators regarding sexual harassment.
- All files and supporting documents such as notification letters, interview notes, investigative reports, evidence (texts, photos, emails), final determination letters, and appeal information.
- A succinct explanation of the violation and any sanction/decision.
- Documentation of actions taken in response to reports or formal complaints, including supportive measures and the basis for conclusions.
- The destruction date or retention schedule indications, typically maintained for seven years, but permanently for cases involving suspension or expulsion.
These records are usually maintained in a central, secure repository, such as an electronic database, to avoid shadow files and ensure consistency and compliance with Title IX regulations.
