Introduction
Whether you are new to Information Management, looking for on-going support, or considering updating your current systems and schedules, this Model Records Retention Toolkit will be an invaluable resource.
The Toolkit was developed in 2017 by the ASBOA Records Management Working Group. Maintenance of the Toolkit has been delegated to the ASBOA Records Management Committee. The Citation List and Retention Schedule are reviewed regularly, approximately every 3 years.
Guidelines and Toolkit:
- The ASBOA Model Records Retention Schedule Guideline: Use this PDF version of the Model Retention Schedule in conjunction with the Citation List to develop or update your jurisdiction's records retention schedule. This schedule includes all updates. Contact the ASBOA Office to obtain a word version.
- Citation Information List: is designed to be used in conjunction with the ASBOA Model Records Retention Schedule Guideline. Legal citations appear as a numbered code in the Schedule under the 'Legal Citation' column. The numbered code is described in detail in the List, including a hyperlink to the legal resource.
The Citation Information List was reviewed by Stuart Rennie, Lawyer & Records Management consultant in 2017 and 2022
- How to use the Model Guideline and Citation list: Basic guidelines of how the Model Records Retention Schedule was created and functions. It explains how the Schedule works, how to read the Schedule, and how to use the Citation List.
- Updates: Provides details of updates made to the retention schedule and Citation List as reviews are completed. Boards that have already implemented the Retention Schedule will find this an easy way to update their documents.
- Steps to Establish a RM Program - Practical guide to establishing a Records Management Program. Donna Molloy, a records and information management professional, facilitated a Records Management Fundamentals Workshop in spring 2017. Resources include the slides and Action Plan template.
- Original Project Overview: Provides history and context for the Records Retention Schedule Guideline project.
Additional Resources:
Glossary:
This glossary is designed for use in school boards in the Province of Alberta and draws on nationally and internationally recognized sources of best practice. The glossary is not a comprehensive listing of all terms used in records management. Terms chosen are those used in Alberta school boards and the definitions reflect this usage. The list is a compilation from PIM, Alberta Education, Funding Manual, ASBOA, and the Working Group.
Case Studies
- Case Study #1: Edmonton Public Schools - Retention and Paper Records
- Case Study #2: Northern Lights School Division and DocuShare
- Case Study #3: Peace River School Division's Journey
- Case Study #4: Wetaskiwin School Division - Managing our District-Wide ECM System-Xerox Docushare
Disclaimer
These resources 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:
- 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.
If you have any questions or suggestions regarding records management, please contact the ASBOA office