Administrative Procedure 185 - Appendix
SCHEDULE OF RETENTION PERIODS
Board Records
| Subject | Minimum Retention Period |
| Administrative Circulars | While in effect |
| Complaints or allegations with possible future repercussions | 5 years |
| FOIPPA requests | 3 years |
| FOIPPA requests to review decisions | 5 years after review or adjudication complete |
| general correspondence (not departmental) | 2 years |
| Insurance – accident reports | 1 year or until finalized |
| Insurance – claims | Indefinite |
| Insurance – policies | While in effect |
| Manual of the school law and regulations | While in effect |
| Transportation data | While applicable |
Financial Records
| Subject | Minimum Retention Period |
| Annual Report | Indefinite |
| Board Policy | Indefinite |
| Committee Reports | Indefinite |
| Minutes | Indefinite |
| Notice of meeting and agenda | 5 years |
| Oaths and declarations of trustees | For term of office |
Banking
| Accounting: (District Office) | Minimum Retention Period |
| Accounts Payable and Receivable | 6 years |
| Annual budget and supporting documents | Indefinite |
| Auditor's Reports | Indefinite |
| Cancelled cheques | 6 years |
| Cheque duplicates | 2 years |
| Debenture and bylaw register | Indefinite |
| Debenture and coupons redeemed resolution required prior to destruction) | 3 years after audit |
| Financial and statistical statements | Indefinite |
| Ledgers, synoptics, subsidiary ledgers, journals | Indefinite |
| Purchase orders and invoices | 7 years |
| Quotations and relative correspondence | 1 year |
| Receipts issued | 6 years |
Personnel/Payroll: ( District Office)
| District Office and School | Minimum Retention Period |
| Bank statements | 6 years |
| Deposit books | 6 years |
| Loans – authorization of | 1 year or term of loan |
| Cancelled notes | 6 years |
| Stop orders | 1 year |
Buildings and Property: ( District Office)
| Subject | Minimum Retention Period |
| All records and data relating to any employee (application, appointment, TD1, etc. – any records) | Indefinite |
| Applications and job competitions | 1 year after position filled |
| Complaints or investigations of personnel | Indefinite or as per personnel collective agreement |
| Payroll sheets | Indefinite |
Records of payroll remittances (garnishees, superann., UIC, Inc. Tax) | 3 years |
| Salary agreements | Indefinite |
| Time cards | 3 years |
| TD-4 and Summary | 3 years |
| WCB Claims | Indefinite |
General Administration: ( District Office)
| Subject | Minimum Retention Period |
| Appraisal and inventory records | Indefinite |
| Authorization for expenditure of Capital Funds | Indefinite |
| Building plans and specifications (with related changes, guarantees, bonds, liens and valuable correspondence) | Indefinite |
| Land titles, deeds and plans | Indefinite |
| Records of payroll remittances (garnishees, superann., UIC, Inc. Tax) | 3 years |
| Mortgages and leases | 1 year after expiration of term |
| Capital expenditure plans, OICs | 10 years |
School Records
| Subject | Minimum Retention Period |
| Permanent Student Records | 55 years from the date the student withdraws or graduates from school |
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