The ASBOA Records Management Standing Committee continues working on developing a guideline School Jurisdictions can use while they work towards completing the PASI Digital Student Record Initiative.
At this time the ASBOA Records Management Standing Committee would like to thank everyone who has played a part in the development of the guideline. From answering questionnaires to sharing expertise, you have all played a vital role. The Student Records Digitization Guideline and ToolKit for School Jurisdictions is a living document and feedback is appreciated to ensure accurate and useful content.
These documents provide practical suggestions with respect to digitization of student records 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:
- modifications are to support Alberta school jurisdiction privacy and information management practices;
- duplication is for an educational or implementation purpose in a not-for-profit institution;
- copies are made available without charge beyond the cost of reproduction; and
- 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.
As your jurisdiction prepares to move to digital student records, existing paper Student Records will need to be cleaned and organized in a consistent manner. Official Student Records, in PASI should include only those documents outlined in the Student Record Regulation as legislated in the Education Act.
The Guidelines and Toolkit provide information on the following:
Table of Contents
Cleaning and Preparing Student Files
- Clean Up Tips
- Records not to be included in the Official Student Record
- Organizing the Official Student Record
Naming Conventions
- Purpose & Recommendation
- Suggested Format
- PASI Requirements
- Examples
Retention and Disposal
- PASI (Provincial Approach to Student Information)
- PASI Retention and Disposal of Student Documents
- Retention
- Retention of paper copies
- Disposal
- Other Documents
- Other platforms
FOIP Considerations
- Access to Information in a Student Record
- FOIP Requests - Custody and Control of Records
Digitization Technical Requirements
- Quality Control of Source Documents
- Metadata/Indexing Requirements
- PASI Metadata Elements
- Re-capture Image
- Optical Character Recognition (OCR)
Policies, Procedures and Guidelines Checklist - What to Consider When Creating Yours
- New Student Record Regulation September 1, 2019
- Outline staff access to the OSR and how that is managed and executed
- PASI Digital Student Record is the official student record
- Courtesy copies when no longer in use (printed and digital copies in part or as a whole)
- How to manage records that are not part of the OSR
- Guidelines (ex. Retention Guidelines) need to be updated
- How will an OSR request be managed once in PASI
- How will an OSR be requested once in PASI
- Managing disclosure and access of Student Records
Case Studies
- Chinook's Edge SD
- Elk Island Catholic
- Grande Prairie Catholic
Link to Resources/Source Documents
Appendix A - Non OSR Student Information Guideline
DOWNLOAD THE COMPLETE GUIDE
On behalf of the ASBOA Records Management Committee, thank you for your support in this project.