Records Management Policy

Vancouver Community College (VCC; the College) has legislative, financial, and legal obligations as a public institution to manage its records and information in a systematic and consistent manner. This policy establishes procedures for the creation, maintenance and disposition of records in a manner that meets those obligations.

This policy applies to all records created, received and maintained by the College, including both physical and electronic formats.

This policy does not apply to:

1. published or copyrightable materials as defined in collective agreements


2. published or copyrightable materials produced in support of College business functions by non-teaching employees.

Archival Record

A record that has been appraised as having permanent administrative, financial, legal, operational, cultural, social or historical value.

Contact Information

Information to enable an individual at a place of business to be contacted and includes the name, position name or title, business telephone number, business address, business email or business fax number of the individual.

Official College Records

All records created or received by College employees in the course of their duties on behalf of the College and retained to meet business, legal, financial, legislative and other needs. For the purposes of implementing this policy, the definition of official college records excludes books and other published materials and copyrighted or copyrightable materials. Official college records may be in the form of paper, non-paper-based media such as microfilm, CD-ROM and audio or video tape and electronic media such as e-mail, word processing, spreadsheet and presentation documents, digital images of paper or microfilm stored in a records and document management system, databases and websites.

Personal Information

Recorded information about an identifiable individual other than contact information. Personal information may include someone's name, personal information, personal address, personal telephone number, race, origin, colour, political or religious beliefs, age, sex, sexual orientation, marital or family status, and any identifying number or symbol assigned to a College member. This list is not exhaustive and may include other information that enables identification.

Primary Record

The official copy of the record and is generally stored in a secure place.

Record

Information (in paper, audio, electronic, or other formats) created or received by employees and representatives of the College in the course of their work that must be retained to meet the ongoing operational, fiscal, historical and legal needs of the College. These records are the property of the College and subject to its overall control.

Records Management Program

Activities such as implementing filing systems, establishing retention and disposal schedules, protecting vital records and preserving archival records. Records management policies and procedures, technologies, and other administrative controls applied to the records and information that employees use to support their business operations and processes, and that are required to protect legal interests and fulfil legislative obligations.

Records Retention Schedule

Defined, specific time periods for keeping records in the office (the active phase), for maintaining records in storage (the semi-active phase), and determining their final disposition (destruction or indefinite archival preservation). The Records Retention Schedule is an inventory of VCC records identified by each department as essential to College operations.

Secondary Record

A copy of the primary record and may be stored by departments for convenience for a period of time that meets their current access needs, but no longer.

Vital Records

Records considered essential to the College's continuing or resuming its operations in the event of a disaster. A record is vital when it would be required to resume or continue College business, supports the College's legal or financial position or is made vital by regulation or statute.

• Archives (521)
• Electronic Mail (Employees) (503)
• Freedom of Information and Protection of Privacy (501)

• Records Management Resources (login required)

• College and Institute Act, RSBC 1996, c 52


• Financial Information Act, RSBC 1996, c 140


• Freedom of Information and Protection of Privacy Act, RSBC 1996, c 165


• Personal Information Protection Act, SBC 2003, c 63


• Income Tax Act, RSC 1985, c 1 (5th Supp)


• Pension Plan Act, SC 2012, c 16