Records and Information
Management
Procedures Manual 316-A
Category:
Administered by:
First Adopted:
Revision History:
Next Review:
1.
2.
Administration
Director of Education
Jan 2011
June 2015
As required / TBD
General
1.1
Records and Information are assets of the Board.
1.2
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.
1.3
The Board strives to maintain all records and information as required in an
accurate, authentic, reliable and trustworthy format, for current and future
access.
1.4
Records and information shall be securely maintained for as long as
required according to retention schedules outlined in the Records
Management Manual. The Records Management Manual will be reviewed
as needed, with revisions made as required, based on changes to
legislative or operational needs.
1.5
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:
2.1
Accessibility
Records and information will be available and accessible.
2.2
Accountability
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RECORDS AND INFORMATION MANAGEMENT
PROCEDURES MANUAL 316-A
Accountability for managing records and information in the custody and
control of the Board is clearly defined, communicated and monitored.
3.
4.
2.3
Risk Management
Records and information risks are avoided by proper management and by
practices and processes set in place to protect information assets.
2.4
System Needs
It is imperative that Records and Information Management meet the needs
of employees and stakeholders and are retained according to legislation.
2.5
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.
2.6
Integrity
Employees must maintain the integrity of all records and information in
their custody and control.
2.7
Electronic Document Reliability of Access
Consideration must be given to electronic documents and the ability to
access and use the information both currently and in the future.
Scope
3.1
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.
3.2
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.
Application
4.1
This policy applies to:
4.1.1 all business applications and information technology systems used
to create, store and manage records and information including
email, database applications and websites
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RECORDS AND INFORMATION MANAGEMENT
PROCEDURES MANUAL 316-A
4.1.2 all records and information received, created and maintained within
all departments and all locations of the Board
4.1.3 all employees of the Board
4.1.4 all third party contractors or agents who collect or receive records
and information on behalf of the Board
5.
Responsibilities
5.1
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.
5.2
Each department within the Board must support the Records Information
Management system and policy by ensuring that policies and procedures
are applied and must:
5.2.1 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
5.2.2 manage and file records and information according to the Board’s
Record Management Manual
5.2.3 ensure that appropriate access and security procedures are in
place to protect all records, as appropriate
5.2.4 apply the records and information classification, retention, and
disposal schedules to all records and information
5.2.5 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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