2009-005
Motor Vehicle Branch Search Requests
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Motor Vehicle Branch Search Requests | CY information requested + 3 years | Nil | CY information requested + 3 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 documenting original requests for motor vehicle registration information from the Insurance Corporation of British Columbia (ICBC). Data is used for the purpose of collecting monies owing to the University for unpaid parking infraction fees (for wheel locks or towing) incurred at the Burnaby campus. Searches are conducted when information on a vehicle is not current or does not exist in Campus Security's parking management database or the student information management system.
Records include original request forms ("M.V.B. Search Request").
Search requests are usually conducted via license plate number, but occasionally by VIN (vehicle identification number). Information obtained from ICBC includes registered owner(s), address, vehicle description (year, colour, make model, plate expiry). Other information obtained includes VIN.
These records are created, used, retained and managed in accordance with the following authorities:
The total recommended retention period of "CY information requested + 3 years" meets the Campus Security Department's responsibilities under the terms of its "Access to Information Agreement" with ICBC (dated for reference as of 12 January 2009). Sections 7.1 and 7.2 of the Agreement require that Campus Security create and retain records which reasonably establish its need for each item of personal information ICBC releases to the Department. Campus Security will maintain each such record "for at least three (3) years following the release of the personal information to which the record relates, in a form which will readily permit the tracing of the original request for information to the proof of the need for the information."
USE AND RETENTION
As per section 6.2 of the "Access to Information Agreement," the Campus Security Department "will not develop or maintain a database of vehicle owners or vehicle records from the personal information." Furthermore, as per section 12.1 of the Agreement, the Department will not retain any personal information or any records of personal information in any form whatsoever (including without limitation hard copy or electronic formats), longer than is necessary to perform the authorized purposes and the Department's obligations under the Agreement.
FILING GUIDELINES
Maintain original MVB Search Request forms by calendar year. Close file(s) at the end/beginning of each calendar year and open a new one to replace it.
RECORDS DISPOSITION
As per section 12.1 of the Agreement, once personal information is no longer required to perform the authorized purposes, the Department "will permanently and securely destroy the personal information and all records thereof in a manner that is appropriate for the media so that the personal information or any portion of it cannot be subsequently retrieved, accessed or used" by the Department or any other person. Contact Facilities Services to make arrangements for destruction by confidential shredding.
RRSDA is in force.
Approved by the University Archivist: 14 Aug 2009