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Gordianknot, the reason the state holds the info is for record keeping. Storage of documents in one localized site allows for easy access to everything and saves the local municipalities and schools money they would have to use for storage. The schools are responsible for the local documents while in use but they are archived with the state and must be recorded with the state within a certin timeframe. This is good because the state keeps track of when the documents should be there and if they are not there requires the city and school committees to provide them. You can look up any document from any city or town on the site and actually compare different cities and schools.

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