Administrative Procedure 185

RECORDS MANAGEMENT

Background

A Records Management program will be maintained to provide control over the quality and quantity of information produced by the School, from its creation until its disposal, for legal, fiscal and historical purposes. Proper custody, storage and disposal of records shall comply with statutory requirements and is under the authority of the Superintendent. No records shall be destroyed or disposed of without written approval of the Superintendent and/or in compliance with the Records Management program.

Procedures

1. Records management covers a broad spectrum of records including but not limited to accounting, purchasing, corporate insurance, property, student records, personnel records. Further, records management covers many forms of record keeping, including but not limited to: hard copies of records in the possession of staff, employees or contracted service providers and electronic records in emails, on servers, or in drives (folders and files). Records refers to any information that is related to the business of operating the Valhalla Community School.
2. The Records Management program shall consist of a Subject File Classification Guide and a Retention and Disposal Schedule.
3. The Retention and Disposal Schedule shall be consistent with federal and provincial legislation. No one shall shred, destroy or make inaccessible to the organization any records in his/her control that pertain to the operations of the School, unless the Superintendent provides written consent. Any misconduct in this regard will be prosecuted to the fullest extent of the law.
4. The Superintendent and the Principal shall be responsible for the filing of records according to the Subject File Classification Guide and for the disposal of records in accordance with the Retention and Disposal Schedule.

References: Section 25, 26, 33, 52, 53, 68, 197, 222 Education Act Freedom of Information and Protection of Privacy Act FOIP Regulation 200/95
Student Record Regulation 225/2006 Information Bulletin 3.2.5 – Access to Information
Information Bulletin 3.2.7 – Student Record Regulation Information