Records means a piece 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.
Significant Records, regardless of physical form, created or received by the Board or an agent of the Board, are those which document:
- results of significant daily activities that support the mission and objectives of the District;
- advice and recommendations made to management and the decisions and the rationale for those decisions and actions taken or not taken as a result, along with supporting documentation;
- problems encountered in business operations and the steps taken to resolve the problems;
- interactions with the public, students, parents, stakeholders, consultants, vendors, business partners, and other school jurisdictions; verbal communications such as meetings, telephone calls and face-to-face discussions where significant actions or decisions have occurred;
- legal agreements of any kind, including contracts, along with supporting documentation;
- policy, business planning, performance measurement and budget activities, with supporting documentation;
- work done for the District by consultants and other external resources; and actions and decisions where payments are made or received, funds committed, services delivered or obligations incurred.
- the history of the District; the changes in its organization, departments, staff and programs; facilities and sites; policies, procedures; and relationships with external agencies, including printed documents; provincial government documents which affect the operation of Edmonton Public Schools; curriculum material, and individual school records such as yearbooks and photographs.
Essential Records are those records which an organization requires to operate, records which must be retrievable after a disaster using the Disaster Recovery Plan. (see B. 8)
Transitory Records are those which have no enduring value to the District, no legal requirement for retention and have fulfilled their purpose. Types of transitory records include:
- a duplicate: an exact copy of a document filed in an official file system;
- a document without any enduring value: information useful only for a brief period of time;
- advertising materials: anything that offers a product or service for the District to purchase;
- blank information media: materials whose purpose is to hold information (e.g., blank forms, blank compact disks)
- draft documents and working materials; preliminary versions of intermediate documents, calculations and notes used in the preparation of final versions; and
- external publications: books, magazines, pamphlets, software documentation.
Life Cycle of a Record
- Active Records - records that are used on a frequent basis and for which the action, service, transaction, project is not complete. These records are stored on site and access to them is immediate.
- Semi-Active Records - records for which the action, service, transaction or project is complete and which are required to be accessible for follow up, evaluation, audit, or legal requirements during a possible dispute. These records are not immediately accessible and may be stored at a centralized district records storage facility.
- Closed Records - records that have met all organizational and legal requirements. Records at this stage are either destroyed or transferred to the custody and control of Archives and Museum.
- Under the Freedom of Information and Protection of Privacy Act, "personal information" means recorded information about an identifiable individual, including:
- the individual's name, home or business address or home or business telephone number,
- the individual's race, national or ethnic origin, colour or religious or political beliefs or associations,
- the individual's age, sex, marital status or family status,
- an identifying number, symbol or other particular assigned to the individual,
- the individual's fingerprints, other biometric information, blood type, genetic information or inheritable characteristics,
- information about the individual's health and health care history, including information about a physical or mental disability,
- information about the individual's educational, financial, employment or criminal history, including criminal records where a pardon has been given, anyone else's opinions about the individual, and
- the individual's personal views or opinions, except if they are about someone else.
Employee includes a person who performs a service for the District as a staff member, appointee, volunteer or student or under a contract or agency relationship with the District.