Records Management Policy
OF: The Royal Alberta College (hereinafter shall be referred to as “the college” and/or as “college” and/or The “Royal Alberta College”)
1.0 POLICY STATEMENT
The Royal Alberta College (“College”) will record and manage information in order to provide evidence of business activities and transactions; protect the College’s interests and the rights of students, employees, and faculty; provide protection and support in litigation and management of risks; support effective decision making, and meet legislative and regulatory requirements. Records will be managed in accordance with Alberta’s Freedom of Information and Protection of Privacy Act (“FOIP Act”) and other applicable legislation, regulations, policies and procedures.
2.0 GUIDING PRINCIPLES
2.1 The purpose of this policy is to:
2.1.1 Ensure that the College’s records and recordkeeping systems are managed responsibly as valuable assets and resources;
2.1.2 Ensure that the College’s records are retained as long as needed for administrative, legal and fiscal purposes;
2.1.3 Ensure that the College’s records are managed in compliance with relevant provincial and federal legislation as well as professional standards of practice or codes of conduct;
2.1.4 Preserve the history of the College by ensuring that records with archival value are identified and retained permanently; and
2.1.5 Encourage and facilitate the systematic disposal of unnecessary records.
3.0 SCOPE AND DEFINITIONS
3.1.1 All records that are in the custody or under the control of the College must be managed in accordance with this policy.
3.1.2 This policy binds all members of the College community.
3.1.3 This policy does not apply to the personal communications of faculty members, staff and students.
4.1.1 “disposition” means the destruction, erasing, formatting, clearing of College records;
4.1.2 “members of the College community” means those persons involved in conducting College affairs or operations or using College property, including all employees, agents, contractors and volunteers;
4.1.3 “office of record” means a College department or business unit, may it be physical or a digital cloud based system in which a record resides;
4.1.4 “personal communication” means information in all media and formats that is created, received or accumulated as a result of personal activities that are not related to the mission, administration or operation of the College;
4.1.5 “personal information bank” is a record series that contains personal information; takes the form of a collection, and is organized or retrievable
by the name or an identifying number, symbol or other particulars assigned to an individual;
4.1.6 “record” means a record of information in any form and includes notes, images, audio-visual recordings, x-rays, books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records;
4.1.7 “records retention and disposition schedule” means a written description of the records that are retained by the College, their life cycle (retention periods) and their final disposition;
4.1.8 “transitory record” means a record of information that has only immediate or short-term usefulness or that has no value to the College.
5.1 All College records, except records of personal communications, are the property of the College and may not be removed from its control or destroyed
except under the authority of this policy and in accordance with the records retention and disposition schedule.
5.2 All members of the College community who create or manage records as a part of their work with the College are responsible to ensure compliance with this policy, the records retention and disposition schedule and associated procedures.
5.3 Each office of record will designate an employee as its records coordinator for the purpose of implementing this policy and associated procedure.
5.4 All records will be retained and securely disposed of in accordance with the records retention and disposition schedule.
5.5 Departments are charged with the care and control of all records which are in their custody. Departments will act in accordance with the policy and any procedures produced by the College which describe the required management of records.
5.6 Departments will retain accurate and complete records adequate to:
(i) provide the evidence of business activities and transactions;
(ii) protect the interests of the College and the rights of students, the
members of the College community and the public;
(iii) provide protection and support in litigation and management of risks
associated with the existence or lack of evidence of activities or events; and
(iv) meet legislative requirements.
5.7 The records coordinator will identify and protect from un-authorized access, alteration, usage and disposal records requiring restricted access or dissemination.
5.8 The privacy department will inform the Office of The Registrar of the scheduled disposition of records in order to identify and retain any records that have archival value.
5.9 Records of personal communications of members of the College community are transitory records and must be regularly disposed of.