Records Basics
This schedule assigns codes and retention periods to records, ensuring they are kept for the right amount of time and are properly classified.
What is the Records Classification and Retention Schedule (RCRS)?
This provincial law governs how the District manages personal information and access to records.
What is FOIPPA (Freedom of Information and Protection of Privacy Act)?
This term refers to the length of time a record must be kept before it can be destroyed.
What is retention period?
When leaving your desk, you should do this to your computer to prevent unauthorized access.
What is locking your screen?
This type of record documents decisions made by Council and must be kept permanently.
What are meeting minutes?
This type of record is our official record.
What is paper records?
Before beginning a new project that collects personal information, staff must complete this assessment.
What is a Privacy Impact Assessment (PIA)?
What is the secure method for disposing of confidential paper records?
What is shredding?
This is the process of converting paper records into electronic format.
What is digitization or scanning?
These records support day-to-day operations, such as drafts or notes, but are not needed after the task is complete.
What are transitory records?
This role is responsible for promoting good records practices, ensuring compliance with retention schedules, and supporting staff with questions.
What is a Records Leader (YOU!)?
This is the term for removing or masking personal identifiers in a record before sharing.
What is redaction?
Before destroying records, staff must complete this form for approval.
What is a Records Destruction form?
Email messages that document decisions or actions are considered this type of record.
What are official records?
This term refers to the process of organizing records so they can be easily retrieved.
What is classification or filing?
File boxes being sent for storage at Access should all have this.
What is the same FD (Final Disposition)?
Before collecting personal information from the public, staff must provide this to explain why we are collecting the information.
What is a privacy notice?
When a department needs to add or change a classification, this is the first step to take.
What is filling out the Proposed Revisions to RCRS form?
Staff should not store official records on this type of drive.
What is personal or local hard drive?
These types of records are regularly made available to the public without a formal FOI request.
What are routinely released records?
These are the three stages of a record.
What is Active, Semi-Active, and Final?
This term refers to a collection of personal information organized by an individual's name or unique identifier, and is listed in the District's FOIPPA directory.
What is a Personal Information Bank (PIB)?
This abbreviation means a record should be kept for the life of the system or until it is replaced.
What is SO (Superseded or Obsolete)?
Instead of attaching a document to an email, staff should do this to maintain version control and security.
What is sending a link?
This is the term for transferring inactive records to a secure storage location.
What is offsite storage or archiving?