Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 326 disposal. Detailed inventories of records must be maintained. Records must be disposed of in accordance with the applicable records retention schedule following a well-established and well-documented disposal process. The following tips can help your organization keep up with retention schedules and ensure that records are destroyed or archived properly. Government institutions should refer to the Provincial Archives of Saskatchewan website for further information concerning schedule implementation and records disposal. 1. Maintain detailed record inventories that include the dates the records are eligible for disposal and the appropriate schedule designations. This will allow records management personnel to quickly see which records have exceeded their retention period and what the next steps will be. 2. When large volumes of records are meeting their retention period at the same time, schedule reminders for staff. 3. Schedule regular record clean-up. This could be a large annual event or a smaller weekly task. Determine what kind of schedule works best and ensure that you keep up with the required schedule. 4. Identify transitory records and non-records and ensure they are destroyed in a consistent and regular manner. Remember that records may be responsive to access requests if they are in the possession or control of the government institution. When staff are conducting reviews, it is important to remember that any records that are responsive to a request or subject to a litigation hold must not be destroyed. Ensure that staff consult with your government institution’s RIM, legal and access to information departments and the Provincial Archives of Saskatchewan before destroying records. 7. Transitory records Government institutions create and collect a large variety of records, but not all these records have ongoing value. Consider, for example, emails or posters about internal social events, or multiple copies of a report. While these records serve a short-term purpose, such as informing staff of a bake sale, or distributing copies of a report to many people, they do not serve any significant business purpose to the government institution or to the public. Records
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