Vegreville Centennial Library keeps orderly and timely records of the business of the Library. This policy ensures that procedures are followed that comply with federal rules and regulations, provincial legislation, and with the needs of the Library.
The Income Tax Act of Canada and the Province of Alberta Freedom of Information and Protection of Privacy (FOIP) Act are used as authority for the retention of records.
The Library retains and disposes of records as outlined in Schedule A.
Records, as set out in Schedule A, are:
Destroyed (De) - the record shall be destroyed without any copy being retained.
Permanent (P) - the original record shall be preserved and never destroyed.
Destroyed when Superseded or Obsolete (S/O) - the original record is destroyed after a certain number of years or once superseded or obsolete, whichever comes first. E.g. "12 S/O" indicates that the record shall be held for 12 years or until superseded or obsolete, whichever comes first.
Permanent records are held as:
Hardcopy (H) - the original document is retained.
Electronic (E) - the original document is maintained online, or the original is maintainedonline as a template.
Depending on the format, records referred to in Schedule A are stored:
in electronic format on a password-protected computer terminal; or
in labeled files in a locked filing cabinet or drawer; or
in secure off-site storage.
Files are securely stored in the absence of the FOiP officer.
