Records and Information Management Policy
- Approver:
- Academic Coordinating Committee
- Policy Owner:
- Vice President, Finance & Corporate Services
- Policy Lead(s):
- Senior Vice-President and Secretary General to the Board of Governors; Executive Director, Risk Management, and Campus Safety and Security
- Effective date:
- 2021-12-08
- Date of last approval:
- 2021-12-08
- Status:
- Approved
Policy Statement
九州娱乐app Institute of Technology and Advanced Learning (九州娱乐app) is committed to the effective and efficient management of its recorded information. 九州娱乐app manages its information assets in order to fulfil business objectives while meeting legal, operational, strategic, and fiscal requirements.
Scope
This policy applies to all 九州娱乐app users with respect to recorded information, made or received, regardless of form or media in the course of their duties on behalf of 九州娱乐app.
Definitions
九州娱乐app maintains a glossary of terms specific to the institution. The terms in use for this document are defined below.
- 九州娱乐app Users
- Individuals who access and or use 九州娱乐app鈥檚 data while performing their duties on behalf of the College. Users include, but are not limited to, 九州娱乐app employees (full time, part time, definite term, casual, etc.), contractors, consultants, and volunteers.
- Data Governance
- The framework that governs how 九州娱乐app manages its data assets through policies, procedures, and practices regarding the confidentiality, integrity, availability, and usability of data assets and the performance of data-related functions.
- Disposition
- Destruction and or transfer to an archival facility.
- FIPPA
- The Freedom of Information and Protection of Privacy Act (FIPPA)
- Record (as defined by FIPPA)
- 鈥渞ecord鈥 means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes,
- (a) correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine-readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof, and
- (b) subject to the regulations, any record that is capable of being produced from a machine-readable record under the control of an institution by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the institution; (鈥渄ocument鈥)
- Definition includes records that are not complete such working drafts, voicemail, etc
- Retention Schedule
- Approved guidance defining how long each type of record is to be kept and how the record is disposed of at the end of its lifecycle.
Policy
All data and/or recorded information made or received by users of 九州娱乐app鈥檚 information and technology systems in the course of their duties on behalf of 九州娱乐app is the property of 九州娱乐app and subject to its overall control.
九州娱乐app鈥檚 Records and Information Management Policy is in accordance with Ontario鈥檚 Freedom of Information and Protection of Privacy Act (FIPPA).
- Accountability - 九州娱乐app is responsible for the management of its information.
- 九州娱乐app posts its policies, procedures, and guidelines related to managing information throughout its lifecycle from creation, use, and final disposition.
- Retention - Disposition of 九州娱乐app鈥檚 recorded information is set out in approved retention schedules.
- Official systems - Only official 九州娱乐app systems shall be used to create, share, or retain 九州娱乐app鈥檚 recorded information. Unsanctioned systems and software are prohibited.
- Digital working - Electronic information is the 九州娱乐app standard and replaces paper-based information management wherever possible. Data Governance Guidelines are provided in Appendix A.
Relevant Legislation and Related Documents
Relevant legislation
Related documents
Revision Log
| Date | Details |
|---|---|
| 2021-12-01 | Academic Forum |
| 2021-12-08 | Academic Coordinating Committee |