Current School Bus Route Information and School Closures

FILE: EIE-R

(PROPERTY)

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 site, and shall designate a staff person to attend to the following tasks.

a) General filing of hard copy materials.

b) Updating of the file index for all items, providing all the data required for the index such as category, name, location, etc.

c) Ensuring that copies of appropriate reports and documents are forwarded for archival storage.

d) Retaining electronic data.

e) Disposing of files and records.

f) Ensuring that an audit trail of filing activity is maintained (transfers, disposals, loans, etc.)

g) Other filing and record-keeping tasks as assigned. For specific information regarding Student Records (Pupil Files)

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.

SECTION E: SUPPORT SERVICES (PART 2: PROPERTY)

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.

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:

Files and records should be disposed of as soon as possible after the retention periods have lapsed. 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 health information is destroyed, date range, destruction procedure, and name of the person supervising the destruction.

Permanent records should be moved into the archives designated in the "Retention and disposition Schedule" of the Guidelines (page 2). Archival options include:

a) Provincial Archives of Manitoba - The Archives legislation enables the Division to transfer its permanent records to the Provincial Archives.

b) Divisional 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.

a) 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.

b) The Security Officer must maintain a duplicate key for each office.

c) Electronic doors, if applicable, must not be left open while the area is unattended; combinations must not be disclosed to unauthorized personnel.

d) 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.

e) Portable computers must be locked away when not in use, and sensitive data on the hard drive must be secured; that is, encrypted.

f) 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.

g) 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.

a) 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.

b) Confidential information must be faxed only when required for urgent or emergent purposes and only sent under the following conditions.

c) 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:

a) Shared USER ID's and passwords must only be assigned where it is not feasible to assign an individual USER ID because of degradation of service to the public. The Security Officer must approve sharing of USER ID's and passwords, a listing of which must be maintained.

Adopted: September 26, 2002

"Dedicated to the Pursuit of Excellence"