SCHOOL DISTRICT
NO. 78 (FRASER-CASCADE)
POLICY
NO: 1050
DATE: 98-04-28
REVISED:
SUBJECT: RETENTION AND DISPOSAL OF SCHOOL DISTRICT DOCUMENTS
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The Board acknowledges
that records held by School District No. 78 (Fraser-Cascade) will be retained
while they are used in the operation of the district and that records will be
destroyed at the completion of their useful life. Both retention and disposal of records will be done in compliance
with pertinent Federal and Provincial legislation.
SCHOOL DISTRICT
NO. 78 (FRASER-CASCADE)
REGULATIONS
NO: 1050 R
DATE: 98-04-28
REVISED:
SUBJECT: RETENTION AND DISPOSAL OF SCHOOL DISTRICT DOCUMENTS
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A. General
Considerations
1.
The Principal of the School or the
supervisor of the department responsible for the record is authorized to destroy
the records in accordance with the following schedule.
2. Federal and Provincial Acts, e.g.
U.I.C., W.C.B., Income Tax, Customs and Excise, etc., require that certain
documents be retained for audit and other purposes. It should be understood, therefore, that where an Act specifies a
period longer than that given in this appendix, the Act takes precedence. If there is any doubt as to what procedure
is necessary, the appropriate authority should be contacted.
3. It
is understood documents in the "indefinite" and other classifications
may be microfilmed, provided written permission is received from the governing
authority.
4. Documents not listed in this appendix
and not required to be retained for periods specified by law should be
considered for retention/disposal taking into account their future value for
legal, historical or statistical purposes and availability of similar data
elsewhere.
Minimum Period of Retention
The following
retention schedule outlines the minimum amount of time that School District No.
78 (Fraser-Cascade) records must be retained.
|
1) Board Records Board Policy Board Minutes (Regular & Special) Wages and Salary Agreements Board Committee Reports List of electors General Election Notices Oaths and Declarations Annual Report District Publications |
Indefinite Indefinite Indefinite Indefinite Three years Three years Specific term of office Indefinite One year |
|
2)
Financial Budgets (Ministry Submission) Budget (Supporting Documents) Financial Statements & Audit
Reports Financial Statements (Supporting
Documents) Debenture by-laws and register Books of original entry (GL Summary) Journal Entries, Monthly Reports
& Subsidiary
Ledgers Payroll Journals & Reports Accounts Payable and Receivable Cancelled Cheques Purchase Orders (Board Office copy) Purchase Orders (School copy) Cash Receipts Bank Statements and related documents Debentures and related documents Payroll remittances Time-cards |
Indefinite Six years Indefinite Six years Indefinite Indefinite Three years Six years or more Six years Six years Three years One year Six Years Six Years Six Years Six Years Six Years |
|
3)
Buildings and Property Appraisal and inventory records Capital Expenditure Authorization Rental Forms Plans, specifications and related
documents Titles and deeds Borrowing authority e.g. Orders-in-Council Leases |
Six years after Disposal Indefinite One year Indefinite Indefinite Indefinite Indefinite |
|
4)
General Administration Insurance claims Violence Incident Reports Miscellaneous reports e.g. W.C.B., Health, Fire Marshall, Boiler/Electrical
inspections General correspondence Accident reports Annual statistical forms Department of Education circulars Insurance policies |
Indefinite Six years Indefinite Three years One year One year Useful Life Useful Life |
|
5)
Human Resource Records Personnel Files Seniority Lists Employment or Other Contracts |
Indefinite Indefinite Six years |
|
6)
Student Records Pupil Records Attendance & School Registers Permanent Record Cards Teacher's Student Files Other Student Records |
Indefinite Indefinite Indefinite Useful Life Useful Life |
|
7)
Transportation Data Bus Registration Forms Transportation Assistance Forms Bus Behaviour Reports Bus Video Tapes |
One Year One Year One Year One Week or Useful Life |