Records and Information Management

This policy establishes the authority for records management practices and standards in JIBC.

Authority and responsibility for the management and maintenance of the records management program is with the Vice President of Finance and Administration. This includes, but is not limited to, the following:

• Preparing, amending, reviewing, managing and communicating the records management practices and standards to all those who are required to follow the program.
• Authorizing and establishing records management procedures.
• Amending the records classification and retention schedule.
• Destroying records in accordance with the established retention schedule and relevant legislation.

At the discretion of the Vice President of Finance and Administration, responsibility for aspects of the records management program may be delegated to the Records Officer.

Each Division will designate one person as its Records Liaison Clerk. With the advice and assistance of the Records Officer, each Records Liaison Clerk has the authority and responsibility to manage their Division’s records according to JIBC’s records management best practices, as follows:

• Accessibility – Records must be easily accessible to those who need it and are authorized to use it.
• Usability – Records must meet the needs of employees, students, clients, partners, and other stakeholders, and be timely, relevant, accurate and easy to use.
• Accountability – Each Division is accountable for the records in its custody and under its control.
• Integrated Approach – Records assets must be managed throughout their entire life cycle, regardless of the medium in which they are held.
• Coordinated Approach – Divisions must adopt a coordinated approach to records management that brings the expertise of various disciplines together when reviewing and implementing records and information management systems and practices.

The records and information management policy is enabled through JIBC’s records and information management program which includes the following components:

• Records Classification System and Retention Schedule as defined by the B.C. Government Administrative Records Classification System (ARCS) and JIBC’s Operational Records Classification System (ORCS)
  • Provides standard methodology for records classification and retention of records
• Records Management Procedures (JIBC’s “Corporate Records Management Manual”)
  • Establishes guidelines for records management practices
• Vital Records Program
  • Establishes a method of protection for the Institute’s vital records
• Records Management Training Program
  • Establishes a standard program for improving records management knowledge across the organization
• Audit Program
  • Establishes a methodology for monitoring records management program compliance
• Information Security Policy
  • Establishes authority for information protection and security
• Electronic Document Records Management System (EDRMS)
  • Establishes a methodology for improving information sharing and retrieval in all media