Administrative Procedure 185

System Record Retention

Background

Information is valuable and a critical factor in the achievement of objectives. This Administrative Procedure is to provide for the planning, direction and controlling of Division records throughout their life cycle for legal, fiscal and historical purposes.

Procedures

  1. The Associate Superintendent, Business and Finance shall have responsibility for the administration of the Division Records and Information Management Program.
  2. Proper custody, storage and disposal of records shall comply with federal and provincial statutory requirements.
  3. Records shall be the property of the Division. It is the procedure of the District Division to:
    1. Manage all recorded information as a Division resource to support effective decision making, to meet operational requirements and to protect the legal, fiscal, and historical needs of the Division;
    2. Make the wisest possible use of information within the Division by ensuring that it is organized to facilitate the sharing of and access to information by those who require it, subject to legal and policy or procedural constraints; and
    3. Identify and conserve information that serves to reconstruct the evolution of procedures and program decisions or have other enduring value and to ensure that such information is organized in such a manner as to be readily available.
  4. Records shall be reviewed and destroyed according to the following schedule:
    1. Student Records – 28 years from date of birth;
    2. Personnel Records – 70 years from date of birth;
    3. Catalogues, curriculum materials, calendars, leases - until replaced or they become outdated; and
    4. Board minutes, appraisals, boundaries, deeds, easements, land inventories, mortgages, building plans and specifications, pay and benefit summaries; balance sheets; audited financial statements; contracts - permanent.
    5. All other records are to be retained in accordance with ASBA Records Management Guideline, 1998.

Adopted:

March 10, 1997

Amended:

December 4, 2001, January 17, 2006; September 21, 2016, December 30, 2021

Reference:

Section 52, 53, 65, 222 Education Act

Freedom of Information and Protection of Privacy Act

FOIP Regulation 186/2008

Student Record Regulation 97/2019/2006

Information Bulletin 3 – Access to Manuals and Guidelines March 2009

Cross References:

AP 185 Appendix A Workspace Security and Organization

AP 185 Appendix B Records Retention Schedule

Form 185-1 Destruction Notice Form

AP 402 Personnel Records

AP 320 Student Records

AP 321 Sharing Information on Students with Status Under Youth Criminal Justice Act

AP 403 Duty to Report

AP 510 Financial Accountability and Audits