2009-008
Parking Appeals
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Parking Appeals | CY parking appeal concluded + 1 year | Nil | CY parking appeal concluded + 1 year | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 appeal of parking infraction notices or denied disability parking requests. Appeals are granted by the Manager, Parking Services, or forwarded to the Parking Appeals Review Committee for final review.
Records include but are not limited to forms, as well as data stored in a parking management database about the notices being appealed and any relevant parking information and history related to the appellant's account.
The electronic appeal-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.
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 of "CY parking appeal concluded + 1 year" meets the University's responsibilities under the FOI / POP Act (RSBC, c. 165, s. 31), which states that personal information used to make a decision that directly affects an individual must be retained for at least one year.
ELECTRONIC AND PAPER FILES
While information documented on the paper-based parking appeal files is, for the most part, mirrored electronically in a parking management database, there are minor differences. The paper files contain original notice of appeal forms that include signatures and reflect the appeal process and conclusion, while the database is used to generate unique appeal numbers and log final decisions. Furthermore, the parking appeal-related database entries act as an index to the paper files and as a quick reference to details pertaining to a specific appeal. Therefore, the paper-based parking appeal 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 record types 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).
FILING GUIDELINES
Appeals are reviewed by the Manager, Parking Services, who can grant, partially grant, or deny an appeal. In the event that an appeal is partially or completely denied, copies of the appeal documentation are forwarded as "packages" to each member of the Parking Appeals Review Committee (PARC) for final review. The committee may reduce, cancel or uphold the Manager's decision. A Parking Clerk records their final decision on the original appeal form, and sends a carbon copy to the appellent (accompanied by a cheque in the event of any refund owing). The Parking Clerk shreds the committee's appeal packages, but retains the original appeal documentation for filing. Therefore, no records of PARC are retained, apart from their final decision noted on the original appeal form. All completed parking appeals and related documentation are then filed together numerically in ranges of 50 appeals.
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