1998-015
Harassment Resolution Policy Board (HRPB) Files
Harassment Resolution Policy Board
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Harassment Resolution Office: | CY + 2 years | 3 years | CY + 5 years | Selective Retention by Archives |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made or received and used by the Harassment Resolution Policy Board (HRPB) in support of its activities, including its role in administering the university’s Harassment Policy (GP 18), advising the Vice-President Academic on matters relating to that Policy, and approving the Harassment Resolution Office (HRO)'s Annual Report.
Records include minutes, agendas, resolutions, correspondence, memoranda, reports and background support papers.
Note that case files created by HRPB members during their involvement in the formal investigation of a harassment complaint under GP 18 are NOT covered by this RRSDA. These case files are scheduled under RRSDA 1998-019, Harassment Formal Investigation Case Files, which specifies that HRPB file(s) are forwarded to the HRO upon the closure of the case.
These records are created, used, retained and managed in accordance with the following authorities:
As HRPB membership continually turns over (students members are appointed for 1 year; Chair, faculty and staff members for 3 years on a rotating basis), a total 5 year retention period ensures that records will be available to provide the context of HRPB decisions/actions of the recent past. As the records are scheduled for selective retention, information about older events will be available in the Archives and in the Harassment Resolution Office's Annual Reports.
HRPB records are maintained by the secretary to the Board. The secretary is an employee of a university office (e.g. the Vice-President Academic’s office) and must ensure that:
- HRPB records are not mixed into the classification system of that office; - when a new secretary is appointed, he or she takes custody of all HRPB files that were in the possession of his or her predecessor – including file lists of boxes that have been transferred to the University Records Centre (URC).
The following classification plan is recommended for HRPB records:
1. Case Files [Use for the files created during HRPB involvement in a formal investigation of a harassment complaint under GP 18. In cases in which the Board acts independently of the Chair, create a separate file for each. At the end of their active involvement in the case, all HRPB members return their files to the secretary, who consolidates the files and shreds duplicates copies. At the conclusion of the case, the secretary forwards the HRPB file to the Harassment Resolution Office (HRO). If the Board and the Chair had separate files, do not intermix the records, but send both files to the HRO, clearly labelled. Case files are scheduled under RRSDA 1998-019, Harassment Formal Investigation Case Files.]
2. Minutes [Use for the official, approved minutes of meetings of the Board, file chronologically. In the event that a meeting deals only with one particular case, include a copy of the minutes on that case file but keep the original with the other Minutes.]
3. Advice Files [Use for correspondence relating to advice on HRPB functions and responsibilities. Use the following sub-categories: - Harassment Policy GP 18 - Records Management - Access (Freedom of Information and Protection of Privacy Act) - Legal Advice If the advice relates to a particular case but will have general application and relevance for future cases, file the original on the case file, but keep a copy on the advice file.]
4. General Correspondence [Use for correspondence and memoranda made or received by the HRPB in its interaction with other university departments and non-¶¡ÏãÔ°AV individuals and organizations. Organize files by subject, department or institution as needed.]
5. Annual Report Working Files [Use for records relating to the approval of the HRO’s Annual Report. Upon approval of final version of the Report, destroy preliminary drafts; retain only substantive correspondence, memoranda and email.]
RRSDA is in force.
Approved by the University Archivist: 17 Jul 1998