2009-001
Incident Reporting Records
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Incident Reporting Records | CY incident investigation closed + 3 years | 3 years | CY incident investigation closed + 6 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting incidents or irregular occurrences on campus which require Campus Security involvement or investigation. Incidents can fall under one of several types, including access control, break and enter, fire, harassment, medical response, motor vehicle accident, traffic enforcement, etc.
Records always include incident reports, but typically also include file record sheets, photographs, correspondence (email), and statements (by witnesses, victims, etc.). Records may sometimes also include notes, drawings, audio recordings (interviews, telephone recordings, etc.), and clips of relevant footage and stills from CCTV (closed circuit television) recordings. This schedule also covers the incident-related electronic records retained in an incident reporting and investigation management database, including incidents reported to Campus Security by the campus community through the Web.
Records are arranged chronologically by an incident number, which is derived from the date of the incident and a running number generated from an incident reporting and investigation management database.
This record series is a Personal Information Bank (PIB). See PIB description.
See also:
RRSDA 2009-002, CCTV (Closed Circuit Television) Recordings
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
A total recommended retention period of "CY incident investigation closed + 6 years" ensures the University maintains evidence of Campus Security's involvement in investigations and their satisfactory conclusions as per section 3(5) of the Limitation Act (RSBC 1996).
This schedule applies to incident reports, incident working files, and incident-related electronic records retained in an incident reporting and investigation management database.
ELECTRONIC AND PAPER FILES
Documentation maintained on paper-based incident working files are, for the most part, mirrored electronically in an incident reporting and investigation management database. Exceptions include documentation originally created on paper (e.g., handwritten statements, drawings of scenes, etc.). In such cases, references are included in the database indicating that additional documentation on the paper file exists. Paper documents may also be scanned and exhibits may be photographed for inclusion in the database. Similarly, there are born-digital records (e.g., extracted footage, emails, etc.) that may reside in the database, but are not (or cannot be) printed out or saved to removable storage media. Therefore, the paper and electronic records of this series together make up the complete record. Apply the same retention periods and final disposition to both the paper and the electronic records to ensure this schedule is applied consistently to all incident reporting records regardless of the media on which they are stored. The only exception is how the paper and electronic records are handled at the end of the active retention period (see below).
It is also recommended that any extractions of footage and emails transferred into the database be deleted from their source (i.e., extractions on network drives and emails from inboxes) on or before the total recommended retention period for this RRSDA. Failure to do so means that duplicate records maintained in electronic form in email applications, on desktops, or in shared directories will continue to exist long after the total recommended retention periods outlined in this schedule.
If incident-related records in the database have value for the generation of longitudinal statistics, and they are to be retained longer than the retention periods outlined in this schedule, the data should be anonymized. Maintaining electronic copies of records with personal information after the recommended retention period places an undue burden on the University to continue to guard against the unauthorized use or disclosure of that personal information in accordance with the FOI / POP Act and the records series' status as a PIB.
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period ("CY incident investigation closed + 3 years"), box and transfer the paper records to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
Electronic records can not be transferred to the University Records Centre (URC) at the end of the active retention period. Therefore, it is the Department's responsibility to maintain these records for the ensuing semi-active period and to promptly delete them at the end of the total retention period.
RRSDA is in force.
Approved by the University Archivist: 17 Sep 2009