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Provincial Ombudsperson Case Files
Description, purpose and use of records
Records relating to investigations conducted by the Provincial Ombudsperson of complaints made against the University.
Records may include, but are not limited to correspondence, meeting notes, the University’s written responses to filed complaints, and records documenting the final resolution of complaints. Documented resolutions may take many forms including letters, reports, or extracts from the annual report issued by the Office of the Provincial Ombudsperson.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Case files held by the Office of the Ombudsperson: | Case Closed + 1Y | Nil | Case Closed + 1Y | Full Retention by Archives |
| Case files held by all other university departments: | Case Closed + 1Y | Nil | Case Closed + 1Y | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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:
- University Act (RSBC 1996, c. 468)
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Ombudsperson Act (RSBC 1996, c. 340)
Retention rationale
Records are needed to support the University in formulating its response to complaints filed with the Office of the Provincial Ombudsperson. Records also document the final mediated resolution.
Once a resolution has been reached, the records have little ongoing value. A total retention period of “CY final resolution mediated + 1 year” provides a sufficient timeframe to ensure activity on the file has indeed ceased.
Status
RRSDA is in force
Approval Date
28 Jan 2011
Last Revised Date
28 Jan 2011