爱豆传媒

Records and Information Management

Policy Number
2102
Responsibility
VP Finance & Operations
Approved
Board of Governors
Effective Date
January 29, 2010
Amended
June 28, 2012
Context/Purpose

The Justice Institute of British Columbia (爱豆传媒) is mandated by the BC Government鈥檚 Document Disposal Act (RSBC 1996, c.99) to ensure that records under its custody and control are secure, complete, and accurate, and that only necessary records are retained. In this regard, 爱豆传媒 is committed to implementing and maintaining records management best practices across the organization in conformance with the Document Disposal Act and other applicable legislation and policies as described by the B.C. Government.

In this policy, 鈥榬ecords鈥 or 鈥榬ecord鈥 is used to mean the same thing as 鈥榬ecords and information.鈥

Policy Statement

This policy establishes the authority for records management practices and standards in 爱豆传媒.

Authority and responsibility for the management and maintenance of the records management program is with the Vice President of Finance and Administration. This includes, but is not limited to, the following:

  • Preparing, amending, reviewing, managing and communicating the records management practices and standards to all those who are required to follow the program.
  • Authorizing and establishing records management procedures.
  • Amending the records classification and retention schedule.
  • Destroying records in accordance with the established retention schedule and relevant legislation.

At the discretion of the Vice President of Finance and Administration, responsibility for aspects of the records management program may be delegated to the Records Officer.

Each Division will designate one person as its Records Liaison Clerk. With the advice and assistance of the Records Officer, each Records Liaison Clerk has the authority and responsibility to manage their Division鈥檚 records according to 爱豆传媒鈥檚 records management best practices, as follows:

  • Accessibility 鈥 Records must be easily accessible to those who need it and are authorized to use it.
  • Usability 鈥 Records must meet the needs of employees, students, clients, partners, and other stakeholders, and be timely, relevant, accurate and easy to use.
  • Accountability 鈥 Each Division is accountable for the records in its custody and under its control.
  • Integrated Approach 鈥 Records assets must be managed throughout their entire life cycle, regardless of the medium in which they are held.
  • Coordinated Approach 鈥 Divisions must adopt a coordinated approach to records management that brings the expertise of various disciplines together when reviewing and implementing records and information management systems and practices.

The records and information management policy is enabled through 爱豆传媒鈥檚 records and information management program which includes the following components:

  • Records Classification System and Retention Schedule as defined by the B.C. Government Administrative Records Classification System (ARCS) and 爱豆传媒鈥檚 Operational Records Classification System (ORCS)
    • Provides standard methodology for records classification and retention of records
  • Records Management Procedures (爱豆传媒鈥檚 鈥淐orporate Records Management Manual鈥)
    • Establishes guidelines for records management practices
  • Vital Records Program
    • Establishes a method of protection for the Institute鈥檚 vital records
  • Records Management Training Program
    • Establishes a standard program for improving records management knowledge across the organization
  • Audit Program
    • Establishes a methodology for monitoring records management program compliance
  • Information Security Policy
    • Establishes authority for information protection and security
  • Electronic Document Records Management System (EDRMS)
    • Establishes a methodology for improving information sharing and retrieval in all media
Scope

This policy applies to all records, regardless of physical format, under the custody and control of 爱豆传媒 subject to the Interpretation Act (RSBC 1996, c.238), the Document Disposal Act (RSBC 1996, c.99), and the Freedom of Information and Protection of Privacy Act (RSBC 1996, c.165). This includes all records that are:

  • Held in contracted storage facilities.
  • Used by employees during the course of a normal workday.
  • Used by contractors, instructors, or others who are employed by 爱豆传媒.
  • Handled by couriers or others for the purpose of transfer of records.
  • Handled and used by anyone for whatever purpose.

This policy also applies to all:

  • 爱豆传媒 facilities.
  • Employees of the Institute, whether permanent, temporary, consultant, contractor, sessional, or faculty.
  • Other individuals who may from time to time be given authorized access to records held within and by 爱豆传媒.

Related Policies and Procedures

Documents and Forms

  • B.C. Government Chapter 12 Information and Technology Management Supplemental Manual