Office of Primary Responsibility (OPR):
Harassment Resolution Office
| Active (in office) | SemiActive (records centre) | Total | Final Dispostion | |
|---|---|---|---|---|
| OPR paper files | N/A | N/A | N/A | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete
Series comprises transitory records and working papers created in the course of administering the investigation of cases of harassment pursuant to the University's old Harassment Policy, GP 18 (Revision A1991). This schedule was prepared to decide the disposition of transitory records and working papers that are part of the case files covered by RRSDA 1995-040, Formal Harassment Complaint Case Files.
Records consist of notes, drafts, and working papers, and include both typescripts and manuscripts. Notes are frequently illegible, without date or author, and their accuracy, authenticity and reliability cannot be verified. Drafts and working papers were used to produce a final official document. All hearings were concluded with the panel's final report, which is retained on file and does not come under the scope of the present RRSDA.
Records were filed haphazardly in case files among other documents.
RRSDA 1995-040 covers the case files of harassment cases which went to formal investigation under the old Harassment Policy. This schedule was designed for a one-time transfer and is descriptive of the records as found rather prescriptive for on-going management of the records. The schedule provides for control over the records by the Harassment Resolution Office for 10 years following closure of the file. The present records were identified by the Office as it reviewed the contents of the files still in its office.
The Harassment Policy was superseded by the GP-18, Revision B 1998, which substantially modified formal investigation procedures. Under the new policy and RRSDAs this type of record would be destroyed as a transitory record: a document created to serve a temporary purpose, used in the course of preparing a final, official document; when the latter is completed, the former are typically destroyed as having achieved their purpose.
The present RRSDA gives the Harassment Resolution Office authority to apply the same standards they currently use to manage case records to the records still in their office which were created and retained under the old policy.
The present RRSDA does not apply to records for which access requests pursuant to the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165) are still active. It will apply to these records 1 year after the date of the final decision, including any appeals.
Records to be disposed by confidential shredding upon approval of this RRSDA.