HomeMy WebLinkAbout15 Report 98-218 Policy P.027.GOV Corporate Records ManagementROOM
Ottawa - Carleton District School Board
This report is the original version -:1
8 June 1998
Report No. 98 -218 to the Board
Re: Policy P.027.GOV - Corporate Records Management
ORIGINATORS: Janice McCoy, Labour Relations Officer and Legal Advisor
Joan Melancon, Assistant Secretary of the Board
PURPOSE:
1. To bring forward an amendment to the Policy on Corporate Records Management in accordance with
direction received from the Board's legal counsel.
BACKGROUND:
2. At its meeting of 11 May 1998, the Board deferred approval of the proposed policy on Corporate
Records Management pending receipt of a legal opinion. When the proposed policy was reviewed at
the Chair's Committee meeting of 29 April 1998, a number of concerns were expressed regarding what
constitutes an official record. Trustee Chambers requested that legal counsel provide information on the
types of issues with respect to WOI /PPA requirements which trustees need to be aware of when making
notes or gathering information.
Now that a legal opinion has been received, the deferred motion by Trustee Chambers, seconded
by Trustee Getty, will automatically be back on the floor for consideration viz:
That Policy P.027.Gov, Corporate Records Management be approved.
The amendment to substitute the following for the original wording of item 3.1 of the policy will need
to be put forward by a Trustee. The change to the wording which has been recommended by the Board's
legal counsel is indicated in bold.
Revision to Section 3.1
Information received, created or gathered by or on behalf of the Board in the course of conducting Board
business, both by trustees, with respect to information which is in the Board's custody or control, and by
Board staff, is a corporate resource which belongs to the organization as a whole, and shall be managed
in accordance with administrative procedures and made accessible to those who require it, subject to
legal requirements and Board policy.
The policy incorporating this revision to item 3.1 is attached as Appendix 1.
Report No. 98-218 r e Amendment to Policy on Corporate Records Management 8 June 1998
7. In order to familiarize trustees with the requirements of the Municipal Freedom of Information and
Protection of Privacy Act and related issues, a workshop will be organized for interested trustees and
senior staff in the very near future.
RECOMMENDATION:
That Policy P.027.GOV, Corporate Records Management, be approved as amended (attached as
Appendix 1).
Director old Education /Secretary of the Board
0
Report No. 98-218 r e Amendment to Policy on Corporate Records Management 8 June 1998
fiA�o en-a0 $,A
To Board for approval 08 June 1998 O�
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.027.GOV
TITLE: CORPORATE RECORDS MANAGEMENT
Date issued:
Revised:
Authorization: Board
Next review: 05/2001
1.0 OBJECTIVE
To ensure the Board's corporate records are managed in a manner to facilitate the decision -
making of the Board and its senior staff members and to meet any legislative requirements.
2.0 DEFINITION
2.1 Corporate records are defined as correspondence, including e-mail and facsimile
transmissions, memoranda, reports, Board and committee minutes, and papers, books,
_ maps, plans, photographs, microfilms, or documentary materials which:
are made or received by trustees or any employee in the course of conducting Board
business;
_ are appropriate for preservation by the Board;
contain information on the organization, functions, procedures, policies or activities
of the Board's corporate administration.
3.0 POLICY
3.1 Information received, created or gathered by or on behalf of the Board in the course of
conducting Board business, both by trustees, with respect to information which is in the
Board's custody or control, and by Board staff, is a corporate resource which belongs to the
organization as a whole and shall be managed in accordance with administrative
procedures and made accessible to those who require it, subject to legal requirements and
Board policy.
3.2 The Board has a responsibility to maintain and safeguard records required for the
administration of the Board's business and for the long -term preservation of records
including Ontario Student Records, Student Registers, Board and Committee minutes,
financial records, and personnel records.
3.3 Consistent management standards, as outlined in accompanying procedures, shall be
applied to maintain the proper administration and security of the Board's corporate
records.
3.4 The Director of Education is authorized to issue such procedures as may be necessary to
support this policy.
4.0 REFERENCES
The Education Act, Section 171(38)
�[ To Board for approval 08 June 1998
D�.
Board Procedure PR.516.GOV: Corporate Records Management I.
Board Procedure PR.517.GOV: Registration of Official and /or Significant Correspondence
F]
F-JI