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Horizon School Division
Creating a better world, one student at a time.
AP 185 - Records Retention and Disposal
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  • Electronic Systems Operations/Development Reports (3 years after system superseded)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  • Records Management (3 years after superseded)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