Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 325 5. Develop and implement record schedules Record schedules are tools that assist an organization in classifying, managing, and disposing of their records. Schedules consist of a classification system to facilitate the systematic organization of records and a retention portion which establishes time periods for which records must be kept to meet all requirements. The retention portion also facilitates the disposition process. These schedules are an essential component of any RIM strategy and must form part of the policies and procedures used to implement that strategy. FOIP does not specify retention and destruction periods. Therefore, government institutions that do not have a records retention schedule implemented or are unsure if they have any legislative requirements related to records retention, should consult with their RIM and/or legal staff. Some considerations for government institutions when implementing records retention and disposal schedules include: • The Archives and Public Records Management Act, section 21, states that the Legislative Assembly, Legislative Assembly Service, every Officer of the Legislative Assembly, government institutions and the courts must preserve records in their possession until transferred to the Provincial Archives of Saskatchewan or destroyed based on an approved records schedule. • Check out the Provincial Archives of Saskatchewan’s resource, Records Retention and Classification Schedule Development Guide for information regarding the schedule development process. 6. Keep up with retention schedules Establishing records retention schedules is an excellent first step in developing a RIM strategy, but to be fully effective, the schedules must be implemented and followed. As a starting point, train all staff on how to apply retention schedules to their records. This is particularly important for records management personnel who will be responsible for maintaining the records and ensuring that they are appropriately handled at the end of their lifecycle. Once implemented, staff will need to periodically review holdings to find records that have exceeded their retention period and can be disposed of. Any records that are not accessed regularly can be moved to offsite storage where they are retained until they are eligible for
RkJQdWJsaXNoZXIy MTgwMjYzOA==