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- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
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- Walking tour
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Incident Reporting Records
Function
Administration
PIB
RRSDA Number
2009-001
Department
Campus Safety and Security Services
Description, purpose and use of records
Records documenting incidents or irregular occurrences on campus which require Campus Security involvement or investigation. Incidents can fall under one of several types, including access control, break and enter, fire, harassment, medical response, motor vehicle accident, traffic enforcement, etc.
Records always include incident reports, but typically also include file record sheets, photographs, correspondence (email), and statements (by witnesses, victims, etc.). Records may sometimes also include notes, drawings, audio recordings (interviews, telephone recordings, etc.), and clips of relevant footage and stills from CCTV (closed circuit television) recordings. This schedule also covers the incident-related electronic records retained in an incident reporting and investigation management database, including incidents reported to Campus Security by the campus community through the Web.
Records are arranged chronologically by an incident number, which is derived from the date of the incident and a running number generated from an incident reporting and investigation management database.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition |
|---|---|---|---|---|
| Incident Reporting Records: Basic Limitations Period | Case closed + 1 year | 5 years | Case closed + 6 years | Destruction |
| Incident Reporting Records: Ultimate Limitations Period | Case closed + 1 year | 14 years | Case closed + 15 years | Destruction |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Limitation Act (SBC 2012, c. 13)
Retention rationale
A total recommended retention period of "CY incident investigation closed + 6 years" for the majority of records created in this series ensures the University maintains evidence of Campus Security's involvement in investigations and their satisfactory conclusions as per section 6(1), basic limitations period, of the Limitation Act (RSBC 1996). In cases where the records fall under sections 3(1)(i,j,k, or m) of the Limitations Act section 21(1), the ultimate limitations period applies and the records must be retained for CY + 15. Contact the Archives and Records Management Department for more information.
related RRSDAs
Status
RRSDA is in force
Approval Date
17 September 2009
Last Revised Date
24 January 2023