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Preamble
This policy outlines some basic records management procedures to be followed by the College in order to manage College records in an effective and accountable manner.
A record is defined by The Archives Act, 2004 No. 491 Administrative Records Management System 2014 as “a record of information in any form and it includes information that is written, photographed, or electronic”. Records are the “institutional memory” of the organization; they are necessary for decision making, policy development, program implementation and for almost every aspect of day-to-day office work.
An official record can be an original record, the only copy of a record retained by the College, or any copy deemed to be the official record. The official record is retained to satisfy legal, fiscal and administrative retention requirements included in this Policy. Any additional copies of official records can be disposed of when they are no longer needed, providing they contain identical information; an official record is identified; its completeness, authenticity and integrity is verified; and it is retained for the period of time required by this Policy.
The retention schedule is applicable to records that fall under the above definition regardless of format.
Certain material has no evidential, fiscal, administrative or historical value and therefore, is not subject to this policy. It can be destroyed when it is no longer needed without historical review by the Archives Board.
This includes:
Policy
Refer to ARMS 2014 manual for guidelines on Retention Periods, Disposal of Records and Listing of Records Series. See Appendix A: Listing of Records Series. www.saskarchives.com
Refer to ARMS 2014 manual for guidelines on Retention Periods, Disposal of Records and Listing of Records Series. See Appendix A: Listing of Records Series www.saskarchives.com
The Appendix A retention schedule is copied from the ARMS 2014 manual (Records Retention, Classification and Disposal Schedule 491).
2.24 - ARMS 2014 Records Retention, Classification and Disposal Schedule 491)