2009-007
Impound Files
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Impound Files | CY impound case closed + 1 year | 5 years | CY impound case closed + 6 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 the impoundment of vehicles on the University campus.
Records include forms, photocopies of personal identification, impound notices, copies of receipts, and database reports of all related parking infractions. Records also consist of impound-related entries maintained in a parking management database.
The electronic impound-related entries in the parking management database are searchable by name and personal identifiers. Therefore, the database entries constitute a Personal Information Bank (PIB). See PIB description.
See also:
RRSDA 2009-001, Incident Reporting Records RRSDA 2009-008, Parking Appeals
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
The total recommended retention period ("CY impound case closed + 6 years") meets the University's responsibilities under section 3(5) of the Limitation Act (RSBC 1996, c. 266), which states that any action not specifically provided for by this Act or any other Act may not be brought after the expiration of 6 years from the date on which the right to do so arose.
FILING GUIDELINES
Paper-based impound case files are arranged chronologically by month, while the paper-based impound notices are filed separately by notice number. The notices should be maintained on the related impound case files in order to facilitate the consistent application of retention periods.
ELECTRONIC AND PAPER FILES
While information documented on the paper-based impound case files and impound notices are, for the most part, mirrored electronically in a parking management database, there are minor differences. Photocopies of personal identification and handwritten copies of the impound notices are paper-based only, while impound-related database entries act as an index to the paper-based records and as a quick reference to details pertaining to a specific impoundment. The entries also act as a source for the generation of statistical summary reports. Therefore, the paper-based impound records and electronic database entries together make up the complete record. As a result, the same retention period and final disposition should be applied to both media to ensure this schedule is applied consistently. The only exception is how the paper and electronic records are handled at the end of the active retention period (see below).
RECORDS DISPOSITION
At the end of the active retention period ("CY impound case closed + 1 year"), box and transfer the paper records to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
Electronic records cannot be transferred to the URC. Therefore, it is the Department's responsibility to maintain these records for the active and semi-active timeframes and then to delete them at the end of the total recommended retention period. If the data has value for the generation of longitudinal statistics, and it is to be retained longer than the retention period outlined in this schedule, the data should be anonymized. Maintaining personal information after the recommended retention period places an undue burden on the University to continue to guard against the unauthorized use or disclosure of that personal information in accordance with the FOI / POP Act and this records series' status as a PIB.
RRSDA is in force.
Approved by the University Archivist: 16 Dec 2009