Records Management Retention and Disposal
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- Percival Abraham James
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1 . Bluewater District School Board BOARD POLICY BP 2120-D Administration Page 1 Policy Title Records Management Retention and Disposal Date of Issue January 19, 1999 Related Procedure Revision Dates September 17, 2002 May 16, 2006 February 21, 2012 (rev. Rationale-Strategic Plan) Related Forms Review Date January 1, 2011 Originator References Policy: RATIONALE Bluewater District School Board Policies will support and provide direction necessary to achieve the Board s Vision, Mission and Strategic Plan priorities. It is therefore advisable that within its records management program the Board maintain a retention and disposal schedule for all records under the Municipal Freedom of Information and Protection of Privacy Act. POLICY The Board approves the appended Retention Schedule to ensure the prompt disposal of records when their administrative, legal and fiscal values have ceased. The Retention Schedule also ensures that all requirements of the legislation as they affect Board documents have been met, while preserving vital records and archival records This policy is to be managed under the authority of the Director of Education. SYSTEM EXPECTATIONS 1. Standardized approach to classification and maintenance of documents. 2. Avoidance of document duplication. 3. Protection of vital and archival records.
2 A - Administration Heading ADMINISTRATION GENERAL Keep: 1 (C) A00 A01 APPRECIATION, COMPLAINTS, ENQUIRIES Keep: 2 (C +1)) On site: 2: Off site: A02 ASSOCIATIONS AND ORGANIZATIONS Keep: 4 (C + 3)) 2 A03 CAFETERIAS, VENDORS AND SUPPLIERS Keep: 1 (C) A04 CEREMONIES & CELEBRATIONS A05 COMMITTEES (INTERNAL) Keep: 4 (C + 3) A A06 COMMITTEE (EXTERNAL) A07 COMMUNICATIONS INTERGOVERNMENT Keep: 4 (C + 3) A A08 CONFERENCES EXTERNAL Keep: 1 (C ) A09 CONSULTANTS EXTERNAL A A A10 EMERGENCY MEASURES Keep: S + 1 A11 FORMS MANAGEMENT Keep: S + 1 A12 FREEDOM OF INFORMATION Keep: T + 1 On site: T + 1; Off site: A13 FUNDRAISING CHARITIES A14 FUNDRAISING NON-CHARITABLE A15 INVENTORY CONTROL Keep: 7 (C + 6) A16 OFFICE SERVICES & EQUIPMENT Keep: T + 2 On site: T + 2; Off site: New: 01.99/REV: Page 1 of 14
3 Heading A17 LIBRARY SERVICES Keep: S + 1 A18 MAIL AND COURIER SERVICES Keep: 2 (C + 1) A19 MANAGEMENT SERVICES Keep: 2 (C + 1) A20 ADVERTISING INTERNAL AND EXTERNAL A 21 CONTACT AND MAILING DIRECTORIES Keep: S A22 MEDIA RELATIONS Keep: 4 (C + 3) 2 A 23 SPEECHES AND PRESENTATIONS Keep: 4 (C + 3) A 24 PUBLIC RELATIONS AND COMMUNICATIONS Off site: 1; Off site: A25 PUBLICATIONS INTERNAL Keep: 4 (C + 3) 2 A26 PUBLICATIONS EXTERNAL A27 MEMORABILIA A28 EVENTS Keep 1 ( C ) On site: 1: Off site: A29 PHOTOGRAPHS Keep: 2 ( C + 1) A30 RECORDS DISPOSITION Keep: P A 31 RECORDS MANAGEMENT Keep: S + 1 A32 SECTION 27 PROGRAMS Keep 1 ( C ) New: 01.99/REV: Page 2 of 14
4 A34 Heading SUPERVISION OF SCHOOLS BY SUPERVISORY OFFICERS Keep 1 ( C ) A 35 AUDIO/VISUAL SERVICES A 36 TECHNOLOGY Keep: S + 1 On Site: S + 1; Off site: A37 TRANSLATION AND INTERPRETATION SERVICES A38 UNIFORMS B - Board B00 BOARD GENERAL On site: 1: Off site: B01 BY-LAWS Keep: P V (Vital Record) On site: P B02 BOARD AGENDA Keep: P On site: C + 4; Off site: P B03 BOARD MINUTES Keep: P On site: C + 4; Off site: P B04 BOARD POLICIES AND PROCEDURES Keep: S A ( Shred) A B05 BOARD REPORTS Keep: P On site: C + 4; Off site: P B06 STANDING AND AD HOC COMMITTES Keep: P On site: C + 4; Off site: P B07 SYSTEM ADMINISTRATIVE TEAM Keep: P On site: C + 4; Off site: P B08 TRUSTEES Keep: T + 2 A On site: T + 2; Off site A B09 TRUSTEE REGISTER Keep: P B10 OPERATIONS/MANAGEMENT Keep: S A A New: 01.99/REV: Page 3 of 14
5 Heading B11 MINISTRY OF EDUCATION GUIDELINES Keep: S B12 APOINTMENTS TO BOARDS AND COMMITTEES On site: S; Off site Keep: T + 1 A On site: T + 1; Off site: A B13 ELECTIONS Keep: T On site: T; Off site: B14 MINISTRY OF EDUCATION INITIATIVES Keep: S B15 MINISTRY OF TRANSPORTATION (NATIONAL SAFETY CODE) Keep: S + 1 C - Curriculum C00 CURRICULUM PROGRAMS GENERAL C01 CURRICULUM PLANNING Keep: T + 2 A On site: T + 2: Off site: A (Subject to Archival Selection C02 CURRICULUM PROGRAM PROPOSALS Keep: T + 2 A On site: T + 2; Off site: A C03 CURRICULUM PROGRAM REVIEWS Keep: T + 2 A On site: T + 2; Off site: A C04 CURRICULUM WRITING PROJECTS Keep: S C05 C06 TEACHING UNITS AND CURRICULUM IDEAS CURRICULUM GUIDELINES GENERAL INFORMATION Keep: S Keep: S C07 OUTLINES AND COURSES OF STUDY Keep: S C08 EDUCATION OUTSIDE THE CLASSROOM C09 TIMETABLE AND SCHEDULES Keep: S C10 EXTRACURRICULAR AND CO-CURRICULAR ACTIVITIES New: 01.99/REV: Page 4 of 14
6 Heading C 11 SCHOOL INITIATED PROGRAMS C12 STUDENT EXCHANGE PROGRAMS Keep: 2 (C + 1) C13 E - Education E00 DEPARTMENT HEADS, SUBJECT CHAIRS, COUNCILS EDUCATION/CONTINUING/COMMUNTIY GENERAL Keep: 1 (C ) On site: 1: Off site: E01 DRIVER EDUCATION Keep: 4 (C + 3) E02 VOCATIONAL GUIDELINES Keep: S E03 CAREER INFORMATION Keep: S E04 POST SECONDARY EDUCATION Keep: S E05 SENIORS PROGRAMS Keep: 4 (C + 3) E06 VOLUNTEER PROGRAMS Keep: 4 (C + 3) A E07 MULTICULTURAL EDUCATION Keep: 4 (C + 3) A E08 HERITAGE PROGRAMS Keep: 4 (C + 3) A E09 CONTINUING EDUCATION Keep: 4 (C + 3) A E 10 CONTINUING EDUCATION SUMMER SCHOOL Keep: 4 (C + 3) A E11 CO-OPERATIVE EDUCATION Keep: T + 6 A E12 COMMUNITY EDUCATION AND LIAISON Keep: 4 (C + 3) A New: 01.99/REV: Page 5 of 14
7 E16 Heading CONTINUING EDUCATION SECOND LANGUAGE PROGRAMS E17 CONTINUING EDUCATION ALTERNATIVE EDUCATION Keep: 4 (C + 3) A Keep: 4 (C + 3) E18 PRIVATE SCHOOLS F Finance F00 FINANCE GENERAL F01 F02 ACCOUNTS PAYABLE (Vital record for duration of life cycle) ACCOUNTS RECEIVABLE Keep: 7 (C + 6) - V On site: 3; Off site: 4 Keep; 7 (C + 6) - V On site: 3, Off site: 4 (Vital record for duration of life cycle) F03 AUDITS Keep: 7 (C + 6) F04 BANKING Keep: 7 (C + 6) F05 BUDGET Keep: 7 (C + 6) F06 EXPENSES (EMPLOYEE AND TRUSTEE) Keep: 7 (C + 6) F07 FINANCIAL STATEMENTS Keep: P - V F08 GRANTS AND SUBSIDIES Keep: T + 7 (C + 6) F09 JOURNAL VOUCHERS Keep: 7 (C + 6) On site: 3; Off site: 4 F10 GENERAL LEDGER Keep: P - V F11 SUBSIDIARY LEDGERS, REGISTERS AND JOURNALS Keep: 7 (C + 6) A On site: 3; Off site: 4 F12 PAYROLL Keep: 7 (C + 6) A On site: 3; Off site: 4 F13 PURCHASE ORDERS Keep: 7 (C + 6) New: 01.99/REV: Page 6 of 14
8 Heading F14 PURCHASE REQUISITIONS Keep: 7 (C + 6) F15 TENDERS AND QUOTATIONS Keep: 7 (C + 6) F16 SCHOLARSHIP FUNDS, BEQUESTS AND DONATIONS Keep: P P F17 TAXATION Keep: 7 (C + 6) F18 PETTY CASH Keep 7 (C + 6) F19 CAPITAL PROJECTS FINANCING Keep: T + 7 (C + 6) (Final Approvals Permanent) F20 FINANCIAL WORKING PAPERS Keep: 7 (C + 6) F21 TRANSPORTATION Keep: 7 (C + 6) F22 INVESTMENTS Keep T + 7 (C + 6) - V (Vital record for duration of life cycle) F23 DEBENTURES AND BONDS Keep: T + 7 (C + 6) F24 SCHOOL AND STUDENT FUNDS Keep: 7 (C + 6) On site: 3; Off site: 4 F25 F26 REVENUE GENERATION (Vital record for duration of life cycle) PENSION CONTRIBUTIONS AND SUPPORT Keep: T + 7 (C + 6) - V Keep: T + 7 (C + 6) F27 CAPITAL REVENUE Keep: 7(C + 6) F28 RECORDS OF ASSESSMENT Keep: S + 1 F 29 FIXED ASSETS Keep: P - V F30 DIRECTION OF SCHOOL SUPPORT Keep: 7 (C + 6) On site: 2, Off site: 5 New: 01.99/REV: Page 7 of 14
9 H Human Resources Heading HUMAN RESOURCES - GENERAL On Site: 1; Off site: H00 H01 EMPLOYEE RECORDS Keep: T + 11 (C + 10) On site: T +1: Off site: H02 ATTENDANCE Keep: 4 (C + 3) H03 BENEFITS Keep: S A A H04 HUMAN RESOURCES PLANNING Keep: 4 (C + 3) H05 H06 JOB DESCRIPTIONS AND POSITION RESPONSIBILITIES COLLECTIVE AGREEMENT/PERSONNEL POLICIES AND PROCEDURES Keep: S A On site: S; Off site; A Keep: P On site: 5; Off site: P H07 LABOUR CERTIFICATION Keep: P H08 COMPENSATION AND SALARY H09 PENSION Keep: P H10 RECRUITMENT AND HIRING H11 TEMPORARY EMPLOYMENT (TEACHING AND NON-TEACHING Keep: T + 2 On site: T + 2; Off site: H12 LEAVES OF ABSENCE Keep: 2 ( C + 1) H13 EQUITY ISSUES Keep; 4 (C + 3) H14 GRIEVANCES Keep: T + 10 (C + 9) On site: T + 10; Off site: H15 NEGOTIATIONS Keep: T + 10 (C + 9) On site: T + 10; Off site: H16 STAFF LISTS Keep: S + 1 New: 01.99/REV: Page 8 of 14
10 Heading H17 STAFF MOBILITY Keep: 2 (C + 1) H18 VACATIONS H19 HARASSMENT INCIDENTS STAFF Keep; P H20 STAFF DEVELOPMENT Keep: 2 ( C+ 1) A A H21 STAFF AWARDS, CERTIFICATES AND BURSARIES Keep: T + 1 On site: T + 1; Off site: H28 PAY EQUITY Keep: 4 (C + 3) On site:4; Off site: H99 EMPLOYEE S RECORDS ON SITE FILE Keep: T On site: T; Off site: L Legal L00 LEGAL GENERAL L01 CONTRACTS AND AGREEME4NTS SIMPLE (Vital record for duration of life cycle) L02 CONTRACTS AND AGREEMENTS UNDER SEAL (Vital record for duration of life cycle) Keep: T + 7 (C+6) A A Keep: T + 20 (C+19) A(Shred On site: T + 20; Off site: A L03 INSURANCE Keep: T + 7 (C+6) A A L04 CLAIMS AND LITIGATION Keep: T + 7 L05 PROPERTY MATTERS (Vital record for duration of life cycle) Keep: T + 20 (C + 19) A - V On site: T + 20; Off site: A L06 DEEDS Keep: T + 20 A On site: T + 20; Off site: A L07 ACTS AND REGULATIONS Keep: S L08 LICENCES AND PERMITS Keep: T + 5 On site: T + 5; Off site: L09 ACCIDENT AND INCIDENT REPORTS Keep: P New: 01.99/REV: Page 9 of 14
11 L10 Heading PROPERTY DAMAGE AND TRESPASSING Keep: 5 (C + 4) On site: 5; Off site: L11 POLICE MATTERS Keep: 2 ( C + 1) L12 APPEALS AND HEARINGS Keep: T + 7 (C + 6) L13 LEGAL SERVICES Keep: 2 (C + 1) P Plant/Operations/ Management P00 BUILDING MAINTENANCE, OPERATIONS AND DEVELOPMENT GENERAL P01 ACCOMMODATION AND PLANNING Keep: 5 (C + 4) 3 P02 SECURITY Keep: 2 (C + 1) P03 HEALTH AND SAFETY Keep: 4 (C + 3) 2 P04 VEHICLES Keep: T + 2 (C + 1) On site: T + 2; Off site: P05 OPERATIONAL EQUIPMENT Keep: T + 2 (C + 1) On site: T + 2; Off site: P06 MAINTENANCE, GROUNDS AND BUILDINGS Keep: 2 (C + 1) P07 SPECIFICATIONS Keep: T + 20 (C + 19) - A On site: T + 20; Off site: P08 CAPITAL BUILDING PROJECTS (NEW) Keep: T + 6 (C + 5) A(Shred P09 BUILDING IMPROVEMENTS (MODIFICATIONS0 Keep: T + 6 (C + 5) A(Shred On site T + 6; Off site: A P10 LAND SURVEYS Keep: S P11 BUILDING APPROVALS Keep: T + 2 (C + 1) On site: T + 2; Off site: New: 01.99/REV: Page 10 of 14
12 Heading P12 OPERATIONS AND UTILITIES Keep: 2 (C + 1) P13 DRAWINGS AND MAPS Keep: T + 20 (C + 19) A On site: T + 20; Off site: A P14-P24 Future Use P25 INSPECTION REPORTS Keep: T + 3 (C + 2) On site: T + 3; Off site: P26 SUBSTANCES CONTROL Keep: P P27 MATERIAL SAFETY DATA SHEETS Keep: T On site: T; Off site: P28 ENVIRONMENTAL AND RECYCLING PROGRAMS Keep: S R Research and Planning R00 RESEARCH AND PLANNING GENERAL R01 ENROLMENT Keep: 10 (C + 9) A 8 R02 OPERATIONAL PLANNING Keep: S + 2 (C + 1) A(Shred On site: S + 2; Off site: A R03 MINISTRY OF EDUCATION REPORTS Keep: 10 (C + 9) A 8 R04 STUDENT DEMOGRAPHICS Keep: 5 (C + 4) A 3 R05 MEASUREMENT AND EVALUATION Keep: 5 (C + 4) A 3 R06 RESEARCH, STATISTICS, AND SURVEYS, GENERAL Keep: T + 6 (C + 5) A(Shred R07 COMMUNITY AND PARENTS RESEARCH Keep: T + 6 (C + 5) A(Shred R08 COMMUNITY AND STUDENT RESEARCH AND SURVEYS Keep: T + 6 (C + 5) A(Shred New: 01.99/REV: Page 11 of 14
13 Heading R09 STAFF RESEARCH AND SURVEYS Keep: T + 6 (C + 5) A(Shred R10 CURRICULUM AND PROGRAM RESEARCH DEVELOPMENT Keep: T + 6 (C + 5) A R11 STUDENT EVALUATION RESEARCH Keep: T + 6 (C + 5) A(Shred R12 SCHOOL BOUNDARIES Keep: P R13 STRATEGIC PLANNING Keep: S + 2 (C + 2) On site: S + 2; Off site: R14 MUNICIPAL PLANNING PROJECTS Keep: T + 5 (C + 4) A On site: T + 5; Off site: A R15 MUNICIPAL PLANNING GENERAL Keep: S + 1 R 16 MUNICIPAL OFFICIAL PLANS AND ZONING BY-LAWS Keep: S A A (Subject to Archival Selection S Student Records S00 Student Records General S01 ONTARIO STUDENT RECORD (OSR) CURRENT` S02 ONTARIO STUDENT RECORD (OSR) RETIRED PUPILS Keep: T On site: T; Off site: Keep: T + 55 On site: T + 55; Off site: S03 STUDENT ATTENDANCE REGISTERS Keep: 4 (C + 3) S04 COMMUNICATIONS CASE RECORDS S05 PSYCHOLOGICAL FILES CONFIDENTIAL Keep: T + 10 (C + 9) On site: T + 10; Off site: S06 SOCIAL WORK CASE RECORDS Keep: 5 (C + 4) On site: 5; Off site: New: 01.99/REV: Page 12 of 14
14 S07 Heading SPEECH AND LANGUAGE CASE RECORDS Keep: T + 6 (C + 5) On site: T + 6; Off site: S08 SPECIAL PRORAM CASE RECORDS S09 ATTENDANCE COUNSELLING RECORDS Keep: T + 4 (C + 3) On site: T + 4; Off site: S10 S11 SPECIAL SERVICES REFERRAL RECORDS CO-OPERATIVE EDUCATION STUDENT RECORDS S12 IMMIGRANT STUDENT ASSESSMENTS S13 STUDENT LISTS Keep: S + 1 ( C ) S14 CONTINUING EDUCATION STUDENT MARKS AND APPRAISALS S15 PSYCHOLOGICAL TEST MATERIAL Keep: S + 1 S16 STUDENT REGISTRATIONS AND APPLICATIONS Keep: S On Site: S; Off site: S17 STUDENT BEHAVIOUR CASES S18 CHILD WELFARE S19 STUDENT HEALTH AND SAFETY S20 NUTRITION S21 S22 RACIAL DISCRIMINATION AND HARASSMENT INCIDENTS TRANSFERS, RETIREMENTS, TRESPASSING AND SUSPENSIONS On site; Off site: New: 01.99/REV: Page 13 of 14
15 Heading S23 STUDENT TRANSPORTATION A A S24 STUDENT MARKS REGISTER Keep: T + 55 On site: T + 55; Off site; S25 BURSARIES AND AWARDS S26 STUDENT EXCHANGES S27 STUDENT EXAMINATIONS AND TESTING Keep: S + 1 A S28 VOCATIONAL ASSESSMENT S29 S30 ONTARIO STUDENT OFFICE RECORDS (OSOR) STUDENT INFORMATION COMPUTER TAPES Keep: T + 55 On site: T + 55; Off site: Keep: 4 (C + 3) S31 SECTION 27 STUDENTS Keep: S [Subject to inclusion in the OSR] S32 STUDENT PROTESTS New: 01.99/REV: Page 14 of 14
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