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Current School
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SECTION
E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EJA-R
SCHOOL DIVISION RECORDS MANAGEMENT
Responsibility for Records Management
The Records Manager/Security Officer for the Division
will be the Secretary-Treasurer, who may delegate duties as necessary.
Each school, site, or department is responsible for
the proper filing, retention, and storage of the files and records relative to
their sites, and shall designate a staff person to attend to the following
tasks:
- General filing of hard copy materials.
- Updating of the file index for all items, providing all the data required
for the index such as category, name, location, etc.
- Ensuring that copies of appropriate reports and documents are forwarded
for archival storage.
- Retaining electronic data.
- Disposing of files and records.
- Ensuring that an audit trail of filing activity is maintained (transfers,
disposals, loans, etc.)
- Other filing and record-keeping tasks as assigned.
For specific information regarding Student Records
(Pupil Files) see JI.
Ownership of Records
All files are the property of the Portage la Prairie
School Division. Staff leaving employment shall ensure that the files and
records are transferred to the appropriate member of the site’s
administration.
Access to Records
All requests for access to school division records,
except school and student records (pupil files), will be made through the Access
and Privacy Coordinator (Secretary-Treasurer).
Disclaimer
The following disclaimer is to be included on
divisional application forms, referral forms, reports, or any form where
personal or personal health information is being collected. For a definition of
personal information [See JI-C(1)]. For a definition of personal health
information, see GBO.
Retention and Destruction of Records
At the expiration of the retention period, records
will be destroyed centrally under controlled confidential conditions, unless
they are deemed archival. These records are to be forwarded to the Division
Office with a list or summary of contents to the Records Manager. The Records
Manager will file the summaries or lists in a Disposition of Records log.
Disposition is either:
 | Destruction of records, or |
| Transfer of records to archives. |
Files and records should be disposed of as soon as
possible after the retention periods have lapsed, as per the Guidelines. (See
appendix) In most cases, this should be undertaken as an annual procedure.
The log of records destroyed should provide the name
of the individual whose personal or personal health information is destroyed,
date range, destruction procedure, and name of person supervising the
destruction.
Archival Option
Permanent records should be moved into the archives
designated in the Retention and Disposition Schedule of the Guidelines (page
12).
Archival options include:
- Provincial Archives of Manitoba -The Archives legislation enables the
Division to transfer its permanent records to the Provincial Archives.
- Divisional Archives are established to ensure proper storage conditions
and servicing of archival information. Each school will keep an up-to-date
database of records stored in divisional archives.
Physical Security
- The Division’s Security Officer must ensure that a locked environment is
established where all confidential information, including personal health
information, is stored or accessible. This could mean a whole wing, a room, or
a filing cabinet.
- The Security Officer must maintain a duplicate key for each office.
- Electronic doors, if applicable, must not be left open while the area is
unattended; combinations must not be disclosed to unauthorized personnel.
- Materials dealing with confidential information must be closed and not left
open for viewing when away from the desk or work area. Confidential material
must be cleared from the desktop at the end of the day.
- Portable computers must be locked away when not in use, and sensitive data
on the hard drive must be secured, that is, encrypted.
- When files are removed from the work site, a staff member is responsible for
ensuring an appropriate level of security and confidentiality at all times.
- Physical information (i.e. paper files), electronic media and/or portable
computers must not be left unattended in open view in a vehicle, but rather
locked in the trunk of the vehicle. For vehicles that do not have trunks,
items must be placed in an inconspicuous location.
Transmission of Confidential Information
- Confidential information that is provided over the telephone must only be
given if the identification of the requester is verified. This information
must not be left on the answering machine.
- Confidential information must be faxed only when required for urgent or
emergent purposes and only sent under the following conditions:
| There is no chance the information being transmitted can be intercepted
during transmission by unauthorized personnel; |
| The individual sending the fax is authorized to release the information; |
| Cover page of fax indicates, where applicable, "Confidential
Information. Disclosure, distribution or copying of the content is strictly
prohibited. If you have received this fax in error, please notify the sender
immediately". |
- Transmitting information via e-mail must only be done if the venue of
transmission is secure or the data is encrypted.
Electronic Security
The Division’s Security Officer is responsible for
ensuring that the following is adhered to:
- Shared USERID’s and passwords must only be assigned where it is not
feasible to assign an individual USERID because of degradation of service to
the public. The Security Officer must approve sharing of USERID’s and
passwords, a listing of which must be maintained.
- USERID or password must not be shared with anyone, except as may be
necessary for authorized personnel to perform maintenance on the PC, in
which case the password must be changed as soon as the maintenance is
performed.
- The Security Officer must delete USERID as soon as it is known that the
individual is leaving.
- USERID or password must not be taped to computer or left where it is
easily accessible.
- The Security Officer must be responsible for maintaining a listing of all
USERID’s passwords for its staff.
- Employees must be responsible for logging out of the computer system each
evening.
- Information must be encrypted, where feasible, when transporting
electronic information on portable computers.
Reporting Security Breaches
Any security breaches involving personal or personal
health information are to be immediately reported to the Principal or immediate
supervisor, who will inform the Privacy Officer (Superintendent). The Privacy
Officer will investigate all security breaches and recommend corrective
procedures to address security breaches.
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