ÿþ<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-transitional.dtd"> <html xmlns="http://www.w3.org/1999/xhtml" xml:lang="en" lang="en"> <head> <meta http-equiv="content-type" content="text/html" /> <title>RRSDA 2021-008</title> <link rel="stylesheet" href="../styles/durPrint.css" type="text/css" media="print" /> <link rel="stylesheet" href="../styles/dur.css" type="text/css" media="screen" /> <script src="../scripts/collapseMenu.js" type="text/javascript"></script> <script src="../scripts/printPage.js" type="text/javascript"></script> </head> <body> <!-- SIDEBAR: USE JAVASCRIPT TO INSERT TEXT --> <script type="text/javascript" src="../scripts/getSidebarDUREntries.js"></script> <!-- PAGE --> <div id="page"> <!-- RRSDA HEADER --> <h3 class="rrsdaHeader" id="top">SFU Records Retention Schedule and Disposal Authority (RRSDA) <br />Wellness and Recovery Case Files </h3> <!-- NAVIGATION MENU --> <div id="rrsdaMenu"> <p> <a href="#description">Description</a> | <a href="#pib">PIB</a> | <a href="#authorities">Authorities</a> | <a href="#rationale">Retentional rational</a> | <a href="#guidelines">Rentention and filing guidelines</a> | <a href="#status">Status</a> </p> </div> <!-- RRSDA NUMBER --> <h4 class="first" id="number">RRSDA number</h4> <p>2021-008</p> <!-- RECORDS SERIES --> <h4 class="first" id="series">Record series</h4> <p>Wellness and Recovery Case Files</p> <!-- OPR --> <h4 class="first" id="opr">Office of Primary Responsibility (OPR)</h4> <p>Human Resources</p> <!-- RETENTION --> <h4 id="retention">Retention periods</h4> <table> <tr> <th>Records</th> <th>Active retention (in office)</th> <th>Semi-active (records centre)</th> <th>Total retention</th> <th>Final disposition</th> </tr> <tr> <td>Wellness and Recovery records</td> <td>CY employee termination + 2 years</td> <td>5 years</td> <td>CY employee termination + 7 years</td> <td>Destruction</td> </tr> </table> <p class="caption">CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.</p> <!-- DESCRIPTION --> <h4 id="description">Description, purpose and use of records</h4> <p>This series consists of records made or received by the Wellness and Recovery Department in order to document an employee's interaction with that office. The series documents health, wellness, injury, and recovery of SFU employees (i.e., staff and faculty) and may include documentation related to one or more of the following programs: Work Safe BC, Long-Term Disability, Short-Term Disability, accommodations, etc.</p> <p>Records include (but are not limited to) application forms; correspondence with claimees, physicians, and insurance companies; claim service forms; resumes; and accommodation decisions.</p> <!-- PIB --> <h4 id="pib">Personal Information Bank (PIB)</h4> <p>This series is a Personal Information Bank; <a href="../dur-pibs/2021-008.html">click here for PIB description</a>.</p> <!-- AUTHORITIES --> <h4 id="authorities">Authorities</h4> <p>These records are created, used, retained and managed in accordance with the following authorities:</p> <ul> <li>Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)</li> <li>Employment Standards Act (RSBC 1996, c. 113)</li> <li>Limitation Act (SBC 2012, c. 13)</li> <li>SFU Policy AD 9-7, Group Benefit Plans</li> </ul> <!-- RETENTION RATIONALE --> <h4 id="rationale">Retention rationale</h4> <p>Term of Employment + 7 years is consistent with the requirements for Long-Term Disability information, and aligns with general best practices demonstrated by other institutions. After that, the records contain significant amounts of personal information, particularly of a medical nature, and as such destruction is recommend at the expiry of the total retention period. </p> <!-- RETENTION AND FILING GUIDELINES --> <h4 id="guidelines">Retention and filing guidelines</h4> <p>There is a single file for each employee, filed alphabetically by last name regardless of status (i.e., staff, faculty, continuing/non-continuing).</p> <p>Records may exist in either paper format, non-paper formats in the HR database, or both.</p> <!-- STATUS --> <h4 id="status">Status</h4> <p>RRSDA is in force.</p><p>Approved by the University Archivist: 17 Dec 2021</p><p class="backToTop"> <a href="#top">Back to top</a> </p> <!-- CLOSE PAGE DIV --> </div> </body> </html>