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CN System Record Retention

Adopted: March 10, 1997
Amended: December 4, 2001, January 17, 2006

Policy

The Board recognizes that information is valuable and a critical factor in the achievement of objectives. This policy is to provide for the planning, direction and controlling of District Records throughout their life cycle for legal, fiscal and historical purposes.

Guidelines

1.   The Associate Superintendent of Business & Finance shall have responsibility for the administration of the Board 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 Board. It is the policy of the Board to:

a.   Manage all recorded information as a Board resource to support effective decision making, to meet operational requirements and to protect the legal, fiscal, and historical needs of the Board;

b.   Make the wisest possible use of information within the District 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 constraints; and

c.   Identify and conserve information that serves to reconstruct the evolution of policy 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:

a.   Student Records – 28 years from date of birth;

b.   Personnel Records – 70 years from date of birth;

c.   Catalogues, curriculum materials, calendars, leases - until replaced or they become outdated; and

d.   Board minutes, appraisals, boundaries, deeds, easements, land inventories, mortgages, building plans and specifications, pay and benefit summaries; balance sheets; audited financial statements; contracts - permanent.

e.   All other records are to be retained in accordance with ASBA Records Management Guideline, 1998.

References

Legal Reference:

Alberta School Act: Sections, 18
Statute of Limitations

Cross Reference:

GBL Personnel Records – Cumulative Records,
IO Student Records

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