Information Management 101

Records are a strategic organizational asset that must be managed. Implementation of a Retention Schedule is just one part of a robust information management program. To manage them appropriately, staff must recognize that information has a lifecycle and that not all records and information must be retained.

What Is a Record?

“Record” means a record of information in any form and includes notes, images, audiovisual 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. Freedom of Information and Protection (FOIP) (1) (q).

Defined above, a record is recorded information created, received, and maintained as evidence by an organization or person in pursuance of legal obligations or in the transaction of business. It requires that records:

● correctly reflect what was communicated or decided or what action was taken;

● support the needs of the organization; and

● support accountability.

Why Are Records Important?

Records are important for their content and as evidence of communication, decisions, actions, and history. School jurisdictions are accountable to the public and to government. Records support openness and transparency by documenting and providing evidence of work activities and by making them available to the public. Records support quality program and services, inform decision making, and help meet organizational goals .

Note about Digital/Electronic Records

As more and more business is transacted and stored electronically, and imaging systems are installed to convert paper files to electronic form, the question arises about whether there is a need to print or maintain paper once the content is scanned. Retention periods, typically applied in the past to paper records, must now be applied to electronic records.

The issue does not have a quick resolution, nor is one statement necessarily applicable to all records. Consideration was given to:

· the laws under which the school jurisdictions operate;

· laws which surround the types of records that are created and maintained;

· specific guidance from industry specialists (such as psychologists); and

· the policies and procedures implemented by the school jurisdictions and schools to manage the records and the systems used to create and store them.

Unfortunately, the answer to the question of whether electronic records can replace paper is not a simple one and may vary depending on the specific records. Electronic records are legal. The question of whether they can replace paper will depend on review of the various pieces of legislation for which the records must be maintained.

Where electronic records can be maintained in place of paper, clearly defined policies and procedure should be in place.

To determine whether paper is required, several actions must be taken:

1. Establish electronic records policies and procedures, based on the CGSB standard “Electronic Records as Documentary Evidence.”

2. Determine which records are currently a priority to convert to or maintain electronically.

3. Identify the legislation and/or guidelines which govern the creation and management of the records.

4. Determine whether there is a requirement to maintain a paper copy, and why.

5. Discuss the risk of not maintaining a paper copy with jurisdiction staff and senior administration.