Administrative Procedure 185 - Appendix
SCHEDULE OF RETENTION PERIODS
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Subject |
Minimum Retention Period |
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Administrative circulars |
While in effect |
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Complaints or allegations with possible future repercussions |
5 years |
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FOIPOP requests |
3 years |
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FOIPOP 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 |
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Insurance – policies |
While in effect |
|
Manual of the school law and regulations |
While in effect |
|
Transportation data |
While applicable |
- Board 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
- Financial Records
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
- Banking
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
- Personnel/Payroll: ( 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
W.C.B. Claims
Indefinite
- Buildings and Property: ( 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
- General Administration: ( District Office)
- 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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Approved: |
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