KPDSB is responsible for the records and information in its custody and control. After reviewing the practices of many school boards throughout Ontario, a Records Information Management (RIM) system has been developed during 2022 to meet the needs of KPDSB.
This system will enable KPDSB to look after all records appropriately, and in a timely and cost-effective manner. It will also provide access to records in accordance with legislation. A RIM system authorizes the destruction of records once they are no longer required for administrative, legal, or financial purposes. It also identifies records of enduring value and ensures that they are protected while in operational use and transferred to an archival facility.
The widespread use of electronic information systems has made the application of systematic controls and protective measures even more critical to the survival and accessibility of information.
The RIM system will:
- Assign responsibility for records management to a senior official;
- Clearly state policies and procedures to control access and disclosure, protection, and disposition of all records in the custody or under the control of the Board;
- Comply with all statutory and regulatory records management obligations;
- 4Include a records retention and disposition schedule for all records;
- Designate an archive location for the permanent records of the board; and
- Be adopted by the KPDSB Trustees by means of a formal resolution.
KPDSB staff have created a RIM retention and disposition schedule. This is a living document broken down into twelve areas of function:
- Administrative Management (ADM)
- Communications and Public Relations (COM)
- Facilities Management (FAC)
- Finance and Accounting (FIN)
- Governance and Policy (GOV)
- Human Resources (HUM)
- Information and Computer Technology (ICT)
- Legal (LEG)
- Program Design and Development (PDD)
- Research and Planning (RPL)
- Programs and Services in the Community (PSC)
- Student Services (STU)
This process has established who is responsible within each department/position for maintaining records for the purposes of this system. This will create more efficient access to information and reduce overlap, confusion, and redundant copies of documents. The schedule contains the minimum retention periods for various documents based on legislation and regulations.
Departmental organizational charts have been developed and focus on the position title and description of role rather than staff names. This will allow for clarity in who maintains which records in the event of staff changeover. This will also allow for a continuity of and access to information when long-term staff leave the organization, taking years of corporate knowledge with them.
KPDSB staff have begun the implementation of the RIM system by mapping out what this system will look like in a functional capacity. This large-scale project will be implemented one department at a time, starting with board offices and administrative departments before moving on to schools. Policy and procedures will evolve as the implementation of the RIM System unfolds and develops.
