1998-032
Accident Reports
Environmental Health and Safety (EHS)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Occupational Health and Safety: | CY accident occurred + 2 years | 8 years | CY accident occurred + 10 years | Destruction |
| Copies in all other university departments: | CY accident occurred + 1 year | Nil | CY accident occurred + 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made or received in reporting and investigating accidents involving university employees.
Records include SFU Accident Investigation Reports, Workers' Compensation Board Reports and forms, correspondence and memoranda.
The Occupational Health and Safety Office is the Office of Primary Responsibility (OPR) for these records. Employees / Supervisors must send an Accident Investigation Report to the Health and Safety Office, with one copy to the employee's department.
These records are created, used, retained and managed in accordance with the following authorities:
The 10-year retention is prescribed by Occupational First Aid Regulations (BC Reg. 344/93, s. 6).
Human Resources (OPR)
The Occupational Health and Safety Office staples or clips together records relating to each case and files them chronologically by calendar year; where a case involves extensive documentation, create a separate case file.
All other departments (Non-OPR)
Open an Accident Reports file each year and file records chronologically; close the file at the end of the year, retain for one additional year, then destroy. Alternatively, file the Reports on the employee's Personnel File.
RRSDA is in force.
Approved by the University Archivist: 18 Feb 1999