Corporate Records. Classification Scheme and Retention Schedule. Introduction. Corporate Records Classification Scheme and Retention Schedule

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1 Corporate Records Classification Scheme and Retention Schedule Introduction Corporate Records Classification Scheme and Retention Schedule

2 2 Introduction The Classification Scheme and Retention Schedule of the Ottawa-Carleton District School Board is designed to enable the classification of official business records that document and account for the functions of the OCDSB in a standard and consistent manner. Records are created or received, used, stored and finally destructed in a manner scheduled by the operational, fiscal, legal and historical needs of the District, and the applicable legislation, policies and procedures. The Classification Scheme and Retention Schedule was developed through consultation with departments and schools, training on the PIM Toolkit, and review of other classification and retention schedules, including those of other school boards, the City of Ottawa, and the Records Retention and Disposition Schedule used by school districts in the United States. Classification The Classification Scheme is a subject based structure broken down as Primary, Secondary and Tertiary levels. There are 9 Primaries representing the business components of the District: A Administration B Buildings and Property C Communications and Marketing E Educational Programs F Finance H Human Resources L Legal S Students T - Technology The Secondary level breaks the primary component down further to core subjects, followed by Tertiaries that are more subject specific. For example, minutes of meetings of the Board of Trustees would be classified as: A Administration (The Primary):

3 3 04 Internal and External Meetings (The Secondary) 01 Board Meetings Agendas and Minutes (The Tertiary) In this particular example, Years Active determines that the custodian of the records (i.e. Board Services) maintain them onsite for 2 years, following which they would be transferred permanently to offsite storage, as indicated in the Years Inactive column. Departments maintaining copies of the minutes would classify them under the General category of A04-00 and need only hold them for 2 years onsite, 1 year inactive and then destroyed. Purchase order files, as another example, would be classified as: F Finance 18 Purchasing 08 Purchase Requisitions and Orders In this example, the record would be maintained by Purchasing as the custodian of the records, for 2 years on site (Years Active) and 5 years offsite (Years inactive) and destroyed. A specific identifier would be added to distinguish the file. For example if there was a purchase order being created for the purchase of digital cameras, it would be labeled as such. Copies of the purchase orders would fall into the General category of F18-00 and need only be held for 1 year onsite, 1 year inactive, and destroyed. Active time plus inactive time the record A label could resemble the following: is retained. File Number File Name Specific Identifier F18-08 Ret: Total: 7 Purchasing/Purchase Requisitions and Orders Digital Cameras Date Opened: Oct. 26, 2009 Based on the retention of 2 + 5, (Ret: 2 + 5) the file would continue to be kept active in the file cabinet until October 26, 2011 (two years active). It would become inactive for five years and eligible for destruction on October 26, The total retention for the file is 7 years.

4 4 The side bar of your file could resemble this: F Primary Secondary Tertiary D I G File Identifier Retention The Retention Schedule enables the user to identify the length of time a record remains active, inactive, and finally disposed of. Years Active: The number in the Years Active column refers to the number of years the record must be kept active. T: T in the Years Active column indicates that the record remains active until a certain event takes place. That event is listed under the Inactive Retention Trigger column. Inactive Retention Trigger: Triggers include events such as the record is superseded, the project is complete or the matter is resolved. The event triggers the move to the next column Years Inactive. Years Inactive: The number contained in the Years Inactive column specifies the amount of time the record is stored, either in another cabinet or in offsite storage, after it has exhausted its active phase. Following the completion of its inactive phase, the record is destructed. Total Retention: Indicates the total period of time the record is retained. It equals the active plus inactive time, or that an event will trigger the moment the file becomes inactive, plus its inactive storage time. Permanent: Some records have a permanent value and are maintained permanently. Archive: Some records that are of historical interest to the community, but not deemed permanent to the District, may be considered for external archives, where interest exists.

5 5 Alphabetical Subject Index An alphabetical subject index is provided for reference purposes and complements the Classification Scheme and Retention Schedule. Should the user be uncertain as to where to file a record within the classification scheme, a search of the alphabetical subject index should provide direction as to classification. As clients use the classification scheme, they should notify Corporate Records of key words not found in the index as a means of updating the document to be a tool for future reference. Primary Scope Notes A Administration The Administration primary includes records relating to the incorporation, by-laws, policies and procedures of the District that support its function, including records pertaining to meetings, interactions with external organizations, and the management, including access and protection, of those records. B Buildings and Property The Buildings and Property primary includes records relating to the District s schools and administration buildings, including their construction, maintenance, capacity and security. C Communications and Marketing The Communications and Marketing primary includes records relating to the advertising, marketing and announcements of the District. It also includes public/community surveys, correspondence, contacts and mailing lists, publications, and celebration and event information. E Educational Programs The Educational Programs primary includes records relating to the curriculum, research, testing, and evaluation of students. Records also include information on the programs offered by the District and evaluation of those programs.

6 6 F Finance The Finance primary includes the records relating to the financial management of funds both receivable and payable of the District, including audits, budget, capital projects, and purchasing activities. H Human Resources The Human Resources primary includes the records relating to the hiring and termination of employees and volunteers of the District including benefit information, health, wellness and safety of employees, professional development and labour relations. L Legal The Legal primary includes the records relating to contracts and agreements, actions taken by or against the District, insurance, and legislation affecting the operations of the District. S Students The Students primary includes the records relating to the admission and academic career of the student, withdrawal, and support for student health and learning. T Technology The Technology primary includes the records relating to the electronic information infrastructure of the District, including related upgrades, repairs, installations, maintenance, and security of information.

7 7 Administration A00 A01 A02 A03 A04 A05 A06 Classification Index General - Administration Associations and Organizations Forms Management Governance Internal and External Meetings Records and Information Management Strategic and Corporate Planning Buildings and Property B00 B01 B02 B03 B04 B05 B06 B07 B08 General Buildings and Property Board-Owned Buildings and Property Community Use of Facilities Construction Projects Energy Management and Conservation Maintenance Buildings and Facilities Planning Security Board Buildings and Property Vehicles Fleet Management Communications and Marketing C00 C01 C02 C03 C04 C05 C06 C07 C08 C09 General Communications and Marketing Advertisements Contacts and Mailing Lists Correspondence Events, Ceremonies and Celebrations - OCDSB Marketing Media and Public Relations News Releases and Reports Publications Speeches and Presentations Surveys, Questionnaires and Consultation Educational Programs E00 E01 E02 E03 E04 E05 E06 E07 General Educational Programs Curriculum Development and Delivery Programs Programs Continuing Education Programs Special Education Non-Classroom Programs Research and Final Reports Assessment and Evaluation

8 8 Finance F00 F01 F02 F03 F04 F05 F06 F07 F08 F09 F10 F11 F12 F13 F14 F15 F16 F17 F18 F19 F20 F21 General - Finance Accounts Payable Accounts Receivable Audits Banking and Cash Management Budget Capital Projects Capital Revenue Debt/Debentures Donations/Charitable Organizations/Fundraising Financial Statements and Forecasts Inventory Control Fixed Assets Inventory Control Non-Fixed Assets Investments Ledgers, Registers, Journals Ontario School Information System (ONSIS) Reporting Payroll Provincial/Federal Regulated Grants and Programs Purchasing Reserve Funds and Reserves Taxation Partnerships Human Resources H00 H01 H02 H03 H04 H05 H06 H07 H08 H09 H10 H11 H12 H13 General Human Resources Attendance and Leave Compensation and Benefits Awards and Employee Recognition Employee Records Employee Wellness and Disability Management Health and Safety Human Resources Planning Labour Relations Organization Management Professional Development Recruitment Non-Board Employees Respectful Workplace

9 9 Legal L00 L01 L02 L03 L04 L05 L06 L07 General - Legal Acts, Regulations Appeals, Hearings Claims, Incidents, Litigation Contracts and Agreements Deeds and Titles Insurance Policies Legal Opinions Students S00 S01 S02 S03 S04 S05 S06 S07 General - Students Admission, Enrolment and Attendance Ontario Student Records Student Awards Student Health Student Support Student Transportation Tests, Exams, Reports Technology T00 T01 T02 T03 T04 T05 T06 General - Technology Support - Maintenance Computers and Electronics Security Electronics Software Systems Student Data