Retention Scheduling at Alberta Education
• Future Practice• Government of Alberta• Alberta Education• Flexible Scheduling
• Current Environment• Case Study
• Field Services
• Next Steps• Alberta Education Retention Schedules• Legislation
Government of Alberta• Information Management Framework and Information
Management Strategic Plan• Cross-government records classification and retention
and disposition schedules for common functions• Replacement of Administrative Records Disposition
Authority (ARDA)
Alberta Education• Working with established standards and guidelines to
move towards a more functional approach to information organization
• Retention and disposition with a focus on flexible scheduling
Flexible Scheduling – What?• Appraisal criteria to establish retention periods to multiple
similar groups of information across an organization• Streamlining retention schedules into limited categories or
buckets• Reduces duplication between department and business
units
Flexible Scheduling – Why?• Reduces the number of record series into grouped
buckets• Reduces the number of repeating retention categories from
hundreds of records series to only those that relate to functions and processes
• Requires less effort inventorying and scheduling• More efficient, cost effective, and easier for users to work with
• More transparency for users• Drop-down menus which allows quick access and meaningful user
classification
Flexible Scheduling – How?• Decomposition of business functions and activities• Business, legal, and regulatory requirements are mapped
to records series• Goal is the synthesis of records series based on similar
business purposes, retention requirements, and legal obligations
Subject-based Retention Schedules• Retention and Disposition Schedules based on subject• Example:
• Negatives: consistently need to be updated, duplication and overlapping of subject items
Caution• Following information is based the analysis of Alberta
Education’s organization and the applicable legislation. It serves only as a model
• Your organization's appraisal of information resources and business requirements may differ based on your own strategic objectives
Field Services• Review of Relevant Leg/Reg
• Ministry’s client interfacing division – Field Services• Analysis of relevant regulations
• Charter Schools Regulation (S.37)• Closure of Schools Regulation (S.58)• Early Childhood Services Regulation (S.30(4))• Private Schools Regulation (S. 28 (6))• School Councils Regulation (S. 22(10))• Administrative Records (ARDA – gen 2 yr)
Field ServicesInformation Resource Inventory
• Articles of incorporation• School Charter• Indications of Community
Support• Measures• Selection Criteria• Policy Development Plan• Budget Reports• Any other information required
for applicant’s submission.• Exemption Requests• Exemption Approvals• School Closure Notifications• Extension Approvals for School
Closure Procedures
• Registration Application (Supporting Documents)
• Annual Operating Plan• Accreditation Application• Policies (related to evaluation of students,
teacher growth, supervision, and evaluation on teachers, safety for outdoor and field trips and health protocol)
• Application for Grant • Grant Approval / Denial Notification• School Closure Notifications• Operator Annual Budgets• Operator Annual Financial Statements• Operator Insurance Policy• Operator Fidelity Bond• Education Plan• Annual Education Results
Field Services• Map Information Resources to Existing Retention
Schedules or Develop New Schedule for Record Series by Appraisal
• Map business requirements to records series in file plan
Alberta Education Retention Schedules
Schedule 2000/019-A001 – School Funding and Operations (Case File Series)
• 01 School Authorities• General case records relating
to the administration of school authorities
• Records may include: agreements, committees, meeting, planning, reports, studies, statistics, etc.
• Closure criteria: Calendar year end (December 31)
• Retention: 10 years• Final Disposition: Archives
Private Schools Regulation
2(1) An application for registration as a registered private school must be submitted to the Minister and must include […]”
Schedule 2000/019-A001
Item 02 Private Schools Operators – General• General case records relating to the application, approval and
operation of private schools• Records include applications to operate, copy of certificate of
incorporation; fire, health, and building inspections, zoning approval, approval to operate, school handbooks, policies, copies of lease agreement, change of address, etc.
• 10 years retention then sent to Archives
Student Evaluation Regulation• 2 The Minister may establish tests, examinations or other
methods for determining the ability, achievement or development of students or other individuals, including but not limited to provincial achievement tests, diploma examinations and provincially-administered national and international tests
• Schedule 1997/035• Item 02 Student Assessment and Testing – Policy
• Subject records relating to development of assessment (evaluation), reporting and results of student performance in relation to provincial goals and standards
• Records include policy, legislation and procedures development• 7 years retention then Archives
Student Records Regulation
4(1) Subject to subsection (2), a board shall keep a student record containing the information referred to in section 2(1) and (3) for 7 years after the student ceases to attend a school operated by the board or until the student record has been forwarded to another school in accordance with section 8(1)
THANK YOU. QUESTIONS?Mathew Paliga
Business Analyst
Strategic Services and Governance Division
Alberta Education
44 Capital Blvd
10044-108 Street
Edmonton, AB
Wk phone: 780-643-9270
Fax: 780-427-4710
Kathleen BrowRecords Management Business AnalystStrategic Services and Governance DivisionAlberta Education44 Capital Blvd10044-108 StreetEdmonton, AB Wk phone: 780-638-3498Fax: [email protected]
Sources
School Act and Regulations• http://www.education.alberta.ca/department/policy/legislati
on/regulations.aspx
NARA (U.S.A. National Archives)• http://
www.archives.gov/records-mgmt/faqs/flexible-scheduling.html
Service Alberta
http://www.im.gov.ab.ca/documents/imtopics/Developing_Records_Retention_and_Disposition_Schedules_July_7.pdf
Government of Alberta Information Management Website http://www.im.gov.ab.ca/
Administrative Records Disposition Authority (ARDA) http://www.im.gov.ab.ca/documents/publications/ARDA.pdf