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AP 185 - Records Retention and Disposal
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Background
The Division has adopted the following records retention and disposal procedures. The Division is guided by the Records Retention and Disposal Guide for Saskatchewan School Divisions dated December 2007.
Procedures
1. Documents and records to be retained permanently:
Board Minutes;
Bylaws
School Community Councils minutes
Minister’s orders
Annual audited financial statements
Insurance policies
General Ledgers
Payroll Journal/Register
Fixed Asset Ledger
Records disposal documentation
School Registers and Annual/Semester Attendance Records Summary
Election Records Disposal Affidavit
Returning Officers Summary of Results
2. Documents and records to be disposed of after a time lapse of seven (7) years:
Inventory Journals;
Accounts Payable (invoices, payment records, AP Journals, AP correspondence)
Accounts Receivable (receipts, invoices, vouchers, write-offs, tuition student lists, AR Journals)
Audits and Compliance Reviews
Budgets
Banking (statements, cancelled cheques, deposits, bank account records, reconciliations)
Charitable Organization Returns
GST Returns
Investments (7 years after maturity
Debenture register, coupons and LGB authority (7 years after final payment)
Agreements/Contracts for Service
Records and Files of the Director of Education
School Reorganization Files
Employee Files (7 years after termination of contract)
Records of Employment
T4’s and CCRA Remittance Statements
Policy Manuals (7 years after amendment or repeal)
OH & S Documents
3. Documents and records to be disposed of after a time lapse of 3 years:
Annual Audit Files (also known as Year End Files);
Budget Related Reports
Purchase Orders
Tender Documents
Electronic Systems Operations/Development Reports (3 years after system superseded)
List of School Division Officials (3 years after term of office)
Records Management (3 years after superseded)
Capital Projects documents (3 years after disposal of property or building)
Facility Management Reports
Land Title Documents and Records (3 years after disposal of property)
Licenses or Permits
Tenancy Agreements (3 years upon expiration of agreement)
Employee Leave Requests and Approvals (3 years after termination of employment)
Absenteeism/Leave Reports
Benefit Remittances
Educator Profiles
Employee Timesheets
Payroll Input Forms
Pension Remittance Statements, STRP, TSC Remittances
Principals’ Monthly Reports
Support Staff Salary Reconciliations
Union Dues, ICP Statements
Litigation Files (3 years after settlement)
Petitions
Division Reports (any reports to the Board)
Committee Reports
SCC Reports
Cumulative Folders (3 years after the student turns 22)
Student Registration Forms (3 years after the student turns 22)
Custody Documents (3 years after the student turns 22)
Curriculum Guides and Locally Developed Courses
Student/Parent Lists
Teacher Day Books
Extra-Curricular Activities Schedules
Final Exams (3 years after student turns 22)
Field Trip Requests (3 years after student turns 22)
Student Behavior Reports (3 years after student turns 22)
Bus Route Maps
Bus Safety Inspection Reports
4. Documents and records to be disposed of after a time lapse of varying periods of time:
Financial Reports (1 year)
Photographs (contact the Archives)
Payroll Electronic Transmission File ( 1 year)
Prospective Employees’ Resumes and Applications, including interview notes (1 year)
Sick/Medical Documents (1 year unless continuing condition)
Supplemental Employment Benefits Plan Documentation (1 year unless continuing condition)
TD1 Forms (1 year)
School Incident Report Form (insurance broker statistical report) (1 year)
Statistics Canada Reports (1 year)
Youth Justice Records (legal documentation) – As required by Youth Justice Act
Reference: Records Retention and Disposal document for Saskatchewan School Divisions (December 2007)
Date April 16, 2013