Records and Information Management

Policy Number: 
2102
Policy Responsibility: 
Vice-President, Finance & Administration
Approved: 
Board of Governors
Effective: 
January 29, 2010
Last Amended: 
June 28, 2012
Review: 
June 28, 2014

Context / Purpose: 

The Justice Institute of British Columbia (JIBC) is mandated by the BC Government’s Document Disposal Act (RSBC 1996, c.99) to ensure that records under its custody and control are secure, complete, and accurate, and that only necessary records are retained. In this regard, JIBC is committed to implementing and maintaining records management best practices across the organization in conformance with the Document Disposal Act and other applicable legislation and policies as described by the B.C. Government.

In this policy, ‘records’ or ‘record’ is used to mean the same thing as ‘records and information.’

Policy Statement: 

This policy establishes the authority for records management practices and standards in JIBC.

Authority and responsibility for the management and maintenance of the records management program is with the Vice President of Finance and Administration. This includes, but is not limited to, the following:

  • Preparing, amending, reviewing, managing and communicating the records management practices and standards to all those who are required to follow the program.
  • Authorizing and establishing records management procedures.
  • Amending the records classification and retention schedule.
  • Destroying records in accordance with the established retention schedule and relevant legislation.

At the discretion of the Vice President of Finance and Administration, responsibility for aspects of the records management program may be delegated to the Records Officer.

Each Division will designate one person as its Records Liaison Clerk. With the advice and assistance of the Records Officer, each Records Liaison Clerk has the authority and responsibility to manage their Division’s records according to JIBC’s records management best practices, as follows:

  • Accessibility – Records must be easily accessible to those who need it and are authorized to use it.
  • Usability – Records must meet the needs of employees, students, clients, partners, and other stakeholders, and be timely, relevant, accurate and easy to use.
  • Accountability – Each Division is accountable for the records in its custody and under its control.
  • Integrated Approach – Records assets must be managed throughout their entire life cycle, regardless of the medium in which they are held.
  • Coordinated Approach – Divisions must adopt a coordinated approach to records management that brings the expertise of various disciplines together when reviewing and implementing records and information management systems and practices.

This policy applies to all records, regardless of physical format, under the custody and control of JIBC subject to the Interpretation Act (RSBC 1996, c.238), the Document Disposal Act (RSBC 1996, c.99), and the Freedom of Information and Protection of Privacy Act (RSBC 1996, c.165). This includes all records that are:

  • Held in contracted storage facilities.
  • Used by employees during the course of a normal workday.
  • Used by contractors, instructors, or others who are employed by JIBC.
  • Handled by couriers or others for the purpose of transfer of records.
  • Handled and used by anyone for whatever purpose.

This policy also applies to all:

  • JIBC facilities.
  • Employees of the Institute, whether permanent, temporary, consultant, contractor, sessional, or faculty.
  • Other individuals who may from time to time be given authorized access to records held within and by JIBC.

The records and information management policy is enabled through JIBC’s records and information management program which includes the following components:

  • Records Classification System and Retention Schedule as defined by the B.C. Government Administrative Records Classification System (ARCS) and JIBC’s Operational Records Classification System (ORCS)
    • Provides standard methodology for records classification and retention of records
  • Records Management Procedures (JIBC’s “Corporate Records Management Manual”)
    • Establishes guidelines for records management practices
  • Vital Records Program
    • Establishes a method of protection for the Institute’s vital records
  • Records Management Training Program
    • Establishes a standard program for improving records management knowledge across the organization
  • Audit Program
    • Establishes a methodology for monitoring records management program compliance
  • Information Security Policy
    • Establishes authority for information protection and security
  • Electronic Document Records Management System (EDRMS)
    • Establishes a methodology for improving information sharing and retrieval in all media

Last updated May 13, 2015