Administrative Procedure 185 - Appendix
SCHEDULE OF RETENTION PERIODS
Board Records
| Subject | Minimum Retention Period |
| Administrative Circulars | For Term of Office |
| 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 & Regulations | While in effect |
| Transportation Data | While applicable |
| Annual Report | Indefinite |
| Board Policy | Indefinite |
| Committee Reports | Indefinite |
| Minutes | Indefinite |
| Notice of Meeting & Agenda | 5 years |
| Oaths & Declarations of Trustees | For Term of Office |
Finance
| Subject | Minimum Retention Period |
| Accounts Payable & Receivable | 6 years |
| Annual Budget & Supporting Documents | Indefinite |
| Auditor's Reports | Indefinite |
| Cancelled Cheques | 6 years |
| Cheque Duplicates | 2 years |
| Debenture & Bylaw Register | Indefinite |
| Debenture & coupons redeemed resolution required prior to destruction | 3 years after Audit |
| Financial & Statistical Statements | Indefinite |
| Ledgers, Synoptics, Subsidiary Ledgers, Journals | Indefinite |
| Purchase Orders & Invoices | 6 years |
| Quotations & Relative Correspondence | 1 year |
| Receipts Issued | 6 years |
| Bank Statements | 6 years |
| Deposit Books | 6 years |
| Loans - Authorization of | 1 year or term of loan |
| Stop Orders | 1 year |
Human Resources/Payroll
| Subject | Minimum Retention Period |
| All Records/Data relating to any employee (application, appointment, TD1) | Indefinite |
| Applications & Job Postings | 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., EI, Inc. Tax) | 3 years |
| Salary Agreements | Indefinite |
| Time Cards | 3 years |
| TD-4 & Summary | 3 years |
| WCB Claims | Indefinite |
Facilities
| Subject | Minimum Retention Period |
| Appraisal & Inventory Records | Indefinite |
| Authorization for expenditure of Capital Funds | Indefinite |
| Building Plans & Specifications (with related changes, guarantees, bonds, liens and valuable correspondence) | Indefinite |
| Land Titles, Deeds & Plans | Indefinite |
| Mortgages & Leases | 1 year after expiration of term |
| Capital expenditure Plans, OICs | 10 years |
Student Records
| Subject | Minimum Retention Period |
| Permanent Student Records | 55 years from the date the student withdraws or graduates from school |
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