Background
The Surrey School District No. 36 (the “District”) is committed to establishing and maintaining a Records Management Program which will facilitate the retrieval, retention, long-term preservation and destruction of records in accordance with the District’s legal, administrative, and operational obligations.
Management is authorized to implement a standardized approach to records management through the use of a District-wide classification system and retention schedule. The retention periods will be established in accordance with federal and provincial regulations and administrative procedures. The authority for the destruction of records will lie within the classification system and retention schedule.
Definitions
“Record” in accordance with the Freedom of Information and Protection of Privacy, means all recorded information regardless of physical format, which is received, created, deposited, or held by or in any local public body. Records include books, documents, maps, drawing, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include computer programs or any other mechanism that produces records.
Procedures
| 1. | The standards and guidelines set out in the Records Management Guidebook will apply to all Records and information maintained by the District as defined by administrative procedures.
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| 2. | All official District Records are to be maintained in industry-standard filing cabinets in approved locations throughout the District, or approved file storage boxes in a location facilitated by Records Management Services.
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| 3. | The Secretary-Treasurer or designate will be responsible for providing records and information management and being the liaison throughout the District.
a. | The Secretary-Treasurer has assigned the responsibility of the Officer of Record to the Manager, Administrative Services, who has responsibility for all aspects of the Records Management Program.
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| 4. | Records Management Services will operate as the official District department for coordination of the records management function. Records Management Services will be responsible for establishing standards for related supplies and equipment.
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| 5. | The Manager, Administrative Services, will assign duties to the Records Management Services staff as required. Duties include:
a. | Provide recommendations, assistance and coordination to District staff in managing the Records;
| | b. | Authorize all changes to the Master File Plan (Records Classification System);
| | c. | Coordinate all Records classification numbers assigned to each file series;
| | d. | Maintain filing and retrieval aids, such as amendments to the Master File Plan, file lists, indexes, cross references, etc.;
| | e. | Identify and assist with the maintenance and security of all vital Records in departments;
| | f. | Provide records management training/orientation to staff as required;
| | g. | Arrange for those Records which warrant permanent preservation to be archived and stored in an accessible and safe environment;
| | h. | Arrange for the proper destruction of Records, as and when retention periods expire;
| | i. | Set appropriate fees for the retrieval and reproduction of Records; and
| | j. | Coordinate records management disaster preparedness methods in the event of a disaster, e.g. flood, resulting in damage to Records.
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| 6. | The following acts are part of the Records Management Program:
a. | Document Disposal Act;
| | b. | Employment Standards Act and Regulations;
| | c. | Financial Disclosure Act;
| | d. | Municipal Finance Act;
| | e. | Financial Information Act;
| | f. | School Act;
| | g. | Canada Pension Act;
| | h. | Excise Act;
| | i. | Income Tax Act; and
| | j. | Employment Insurance Act.
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| 7. | Management is authorized to establish fees for the retrieval and reproduction of Records retained in the District.
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| 8. | Records Management Services will provide recommendations and facilitate the storage of all semi-active and inactive Records.
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| References | Freedom of Information and Protection of Privacy, R.S.B.C., 1996, c. 165.
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| Approved: | June 10, 2026
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