B-08 Records Management

General Policy Objectives

The purpose of this policy is to define and establish requirements for the creation and management of records (including electronic records how so ever stored) and information in support of the organizational and educational activities at the District School Board of Niagara (DSBN).

The DSBN is committed to managing records and information as important strategic assets, including their collection, use, retention, disclosure and disposition. The DSBN will support the security of records and information by ensuring appropriate restrictions on access and limiting disclosure.

1. To comply with relevant legislation in managing records and information assets, including the Education Act, the Municipal Freedom of Information and Protection of Privacy Act, the Personal Health Information Protection Act, the Personal Information and Protection of Electronic Documents Act, the Microfilm and Electronic Images as Documentary Evidence Standard (CAN/CGSB-72.11-93), and other relevant statutes and regulations of the Province of Ontario and the Government of Canada.
2. To institute and maintain a comprehensive Records and Information Management (RIM) function for the systematic collection, creation, retention and disposition of records and information.

The RIM function fosters informed decision making; facilitates accountability, transparency, and collaboration, supports appropriate disclosure of information with third parties, and preserves and ensures access to records of historical significance for the benefit of present and future generations.

Scope and Policy Application

This policy applies to all general records and personal information banks that are created and/or maintained by the administrative offices and schools of the DSBN as part of the DSBN’s day to day operations. As such, records and information managed by the DSBN are deemed to be in the care and custody of the DSBN and subject to this policy.