2009-009
Photo Identification Card Records
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Photo Identification Card Records | Until superseded or obsolete | Nil | Until superseded or obsolete | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 administration and issuance of photo identification cards to campus personnel who are required to wear photo identification as part of their employment. This includes, but is not limited to, contracted security and cleaning staff.
Records include electronic entries maintained in a photo identification card database. The database is used to administer, generate and track the issuance of photo ID cards. Records also include correspondence documenting requests and authorization for the issuance of photo ID cards and the ID cards themselves.
The photo ID card database is searchable by name and various identifiers and, therefore, constitutes a Personal Information Bank (PIB). See PIB description.
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:
These records are used to track the request for, authorization, issuance and administration of photo ID cards for campus personnel who are required to wear photo identification as part of their employment. Once a photo ID card is superseded or obsolete (i.e., at the termination of employment), the card and related records retain no further value and can be destroyed immediately.
FILING GUIDELINES
While correspondence documenting requests and authorizations for photo ID cards are primarily received electronically, all correspondence is printed to paper. It is then filed alphabetically by department name in binders. Since annotations are also made to the paper records, they are treated as authoritative because they are more complete. Once printed to paper, electronic versions of correspondence become transitory and can be deleted immediately. Alternatively, the electronic records can be maintained for ease of reference, but should be deleted upon the expiration of the total retention period recommended in this schedule.
Images of personnel requiring ID cards are captured digitally with either a Campus Security Department camera or on removable storage media by a requesting department. Images are then downloaded to a single hard drive for upload to the photo ID database. Images are immediately deleted from the camera, and removable storage media returned to the corresponding department. Once photo ID cards are successfully printed and issued to personnel, the images are deleted from the hard drive but remain in the photo ID database.
RECORDS DISPOSITION
There is no policy or procedure currently in place for the return of photo ID cards, with the exception of contracted security employees who, as part of their exit procedure, must return all equipment used to carry out their duties, including photo ID cards. For reasons of security and privacy protection, it is strongly recommended that Campus Security put in place a policy and procedure requiring the return of a photo ID card when it is superseded or obsolete (i.e., at the termination of employment). This will also facilitate the identification of the associated photo ID database entry and related correspondence, and thus ensure the consistent application of the total recommended retention period.
All photo ID database entries associated with a returned ID card must be deleted, while the related correspondence must be destroyed by confidential shredding, and the ID cards themselves securely and confidentially disposed of. 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 record series' status as a PIB.
RRSDA is in force.
Approved by the University Archivist: 8 Dec 2009