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Model Records Retention Guidelines and Toolkit

 
ASBOA’s Definition of Practice defines key competencies for School Business Officials. One of the expectations of the Definition is development of a records retention policy and schedule for appropriate retention and disposal of records. (For more information see the Technology Management competency.)
 
Did you know that there are more than 60 different provincial and federal legislations that impact Alberta school jurisdictions? No wonder it is difficult for school jurisdictions to keep their individual retention schedules updated. Additionally, many school jurisdictions do not have the resources or dedicated staff to devote to this task. For this reason a Work Group was created under the umbrella of ASBOA to develop a model retention schedule guideline that all Alberta school jurisdictions could use – after all we all have the same basic records and operate under the same laws and rules.
 
The Model Records Retention Schedule Guideline is not a cookie cutter solution, each school jurisdiction is unique and will need to customize the schedule to reflect their individual culture, language and practices.
 
Thank you to the Records Retention Project Working Group for all of their work and dedication to this initiative. 
 
These documents provide practical suggestions with respect to records maintenance and privacy issues and are intended for use by Alberta School Jurisdictions for non-profit educational purposes only and may be used in their entirety subject to the following conditions:
 
  1. modifications are to support Alberta school jurisdiction privacy and information management practices;
  2. duplication is for an educational or implementation purpose in a not-for-profit institution;
  3. copies are made available without charge beyond the cost of reproduction; and
  4. ASBOA is acknowledged. 
Information contained in these documents is for general reference purposes and should not be construed as legal advice. Jurisdictions should consult with their own legal counsel for the purposes of interpretation, modification or implementation. 
 
ASBOA accepts no responsibility for the implementation, modification or proliferation of the documents.
 
When using the current documents, please keep in mind that there have been several changes to legislation (ie Education Act) over the past year.  Our Records Management committee is currently undertaking a review of update of the schedule and citations to update accordingly. 

If you would like a copy of the guidelines in a word format, please contact Susan Lang at the ASBOA office.
 
 
For additional resources see the ASBOA Information Management Toolkit Google Site:   
 
On behalf of the Records Retention Project Workgroup, thank you for your support in this project.
JoAnn Vanstone, CSBO, Chair
 
 
 
Model Records Retention Toolkit
Introduction
Using the Model Guideline
Model Retention Schedule
Citation Information List
Glossary
Case Studies
Resource List
Sample Resources
Steps to Establish an RM Program

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