ADMINISTRATION
RECORDS AND INFORMATION
MANAGEMENT
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POLICY
It is the policy of the Upper Grand District School Board to create records supported by
an efficient and effective records management program, to promote a culture of
accountability, transparency, privacy protection, accessibility, preservation, and to foster
informed decision making, in accordance with Federal, Provincial, and Municipal
legislation and meet operational requirements of the Board, for present and future
needs.
Administrative Detail
1.
It is the responsibility of the Director of Education to administer this policy.
2.
It is the responsibility of the Records Management Officer to implement
this policy and procedures.
3.
This policy applies to all records and information within the custody and
control of the Board related to all aspects of Board operations regardless
of the medium in which those records and information are stored or
maintained.
4.
It is the responsibility of all employees, which includes Trustees, to create
and maintain accurate records in accordance with this Policy and
Procedures Manual.
5.
This policy operates in conjunction with The Education Act and
Regulations, The Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA), The Personal Health Information Protection Act
(PHIPA), Personal Information and Protection of Electronic Documents
Act (PIPEDA), and other relevant statutes and regulations of the Province
of Ontario and Government of Canada, the Ontario Student Record
Guideline (OSR Guideline), and Board Policies #315 Privacy Protection
and Information Access, #203 Video Surveillance, and other related Board
policies.
6.
The Records Management Manual serves as a reference to this Policy
and provides clarification on the classification, retention, and destruction
criteria.
Adopted 2011 01
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ADMINISTRATION
A.
B.
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MANAGEMENT
PROCEDURES MANUAL
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GENERAL
1.
Records and Information are assets of the Board.
2.
The Upper Grand District School Board is committed to instituting
and maintaining a comprehensive Records and Information
Management (RIM) system for the classification, retention, and
destruction of records and information to support all operations of
the Board.
3.
The Board strives to maintain all records and information as
required in an accurate, authentic, reliable and trustworthy format,
for current and future access.
4.
Records and information shall be securely maintained for as long
as required according to retention schedules outlined in the
Records Management Manual.
5.
All employees will be trained on their responsibility regarding Board
records and information management.
GUIDING PRINCIPLES
The Records Management system shall be established in accordance with
the following principles:
1.
Accessibility
Records and information will be available and accessible.
2.
Accountability
Accountability for managing records and information in the
custody and control of the Board is clearly defined,
communicated and monitored.
Adopted 2011 01
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Risk Management
Records and information risks are avoided by proper
management and by practices and processes set in place to
protect information assets.
4.
System Needs
It is imperative that Records and Information Management
meet the needs of employees and stakeholders and are
retained according to legislation.
5.
Planning and Coordination
Planning for Records and Information Management is linked
to organizational goals, objectives, and financial planning by
each location and department within the Board.
6.
Integrity
Employees must maintain the integrity of all records and
information in their custody and control.
Consideration must be given to electronic documents and
the ability to access and use the information both currently
and in the future.
C.
SCOPE
The Records Information Management system ensures that records are
available as evidence of the Board’s functions and activities and support
operating requirements, as outlined in the Records Management Manual.
All records and information received, created and maintained within all
departments and all locations of the Board that support the day to day
operations of the Board, belong to the Board.
Adopted 2011 01
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ADMINISTRATION
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APPLICATION
This policy applies to:
E.
a)
all business applications and information technology systems used
to create, store and manage records and information including
email, database applications and websites;
b)
all records and information received, created and maintained within
all departments and all locations of the Board;
c)
all employees of the Board, and
d)
all third party contractors or agents who collect or receive records
and information on behalf of the Board.
RESPONSIBILITIES
1.
All employees are responsible for records and information created
and maintained and must be aware of this policy and its
requirements and ensure ongoing compliance.
2.
Each department within the Board must support the Records
Information Management system and policy by ensuring that
policies and procedures are applied and must:
Adopted 2011 01
a)
manage all records and information regardless of format
(paper, electronic, audio, videotape, etc.) according to
applicable Federal, Provincial, and Municipal legislation and
Board policies and procedures;
b)
manage and file records and information according to the
Board’s Record Management Manual;
c)
ensure that appropriate access and security procedures are
in place to protect all records, as appropriate;
d)
apply the records and information classification, retention,
and disposal schedules to all records and information, and
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ADMINISTRATION
e)
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ensure that all third party contractors or agents who receive
or collect personal information on behalf of the Board are
aware of, and comply with this policy.
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