Protocol for Policy B.1 - Protocol for the Disposition of Records Pursuant to Policy B.1 Good Governance Policy for the Board of Governors

The official version of this procedure is housed with the University Secretariat.  In the event of a discrepancy, the official version will prevail. Click here for a printable version of this procedure.

Parent Policy: B.1 Good Governance Policy for the Board of Governors 
Approving Authority: University Secretary  
Responsible Office:  University Secretariat 
Responsible Officer: University Secretary  
Original Approval Date:  April 28, 2020
Date of Most Recent Review: 
Previous Reviews: 

1. Purpose

1.1.  To ensure that the confidentiality requirements contemplated in the Good Governance Policy for the Board of Governors, the Freedom of Information and Protection of Privacy Act, and elsewhere in University policy and relevant statutes are met. 

2. Application

2.1.  This protocol may be applied to the Board of Governors and any Committees subject to the Good Governance Policy for the Board of Governors.

3. Disposition Protocol

3.1.  The disposition protocol may be activated by the Secretary, on behalf of the Board Chair or a Committee Chair, at the conclusion of a Member’s service on the Board or a Committee. 

3.2.  Records requiring long-term retention, beyond the end of the Member’s term of service, shall be forwarded to the Secretary who shall retain the records in the Board’s archive in accordance with accepted standards for record retention.  

3.3.  When requested by the Office of the President, records in the possession of a Member related to the Secretary’s employment or performance requiring long-term retention, beyond the end of the Member’s term of service, shall be forwarded to the President who shall retain the records in accordance with accepted standards for record retention.  

3.4.  Records that do not need to be retained shall be disposed of in accordance with the protocols outlined below:  

3.4.1.  Paper records, including personal notes and materials of a Member’s own creation, shall be securely shredded. 

3.4.2.  E-mail records shall be permanently deleted. 

3.4.3.  Electronic records shall be permanently deleted.

4. Confirmation of Disposition

4.1.  Where appropriate, the Secretary may seek written confirmation that records have been disposed of in accordance with this protocol