Policy 2.9.1: Records and Information Management

References:

  • Corporate Records and Information Management Procedures
  • Corporate Classification and Retention Schedules
  • CBC/Radio-Canada/National Archives Agreement

Definitions:

The term record includes any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microform, sound recording, videotape, machine readable record, and any other documentary material, regardless of physical form or characteristics, and any copy thereof.

The term authorized persons refers to individuals granted access to specific records by the President, Vice-Presidents or their delegates.

1. Scope

  • The scope of the policy includes the maintenance of records from their creation to their disposal or permanent retention.

2. Statement of Policy

  • It is the policy of the CBC/Radio-Canada to identify, maintain, protect and make accessible to authorized persons CBC/Radio-Canada records for legal, operational and historical purposes.
  • All records are the responsibility of the CBC/Radio-Canada and should only be made accessible to authorized persons.
  • Records should not be removed from CBC/Radio-Canada/Radio-Canada premises or destroyed without proper authorization.
  • The CBC/Radio-Canada shall comply with all applicable legislation with respect to its records.
  • Provided that the CBC/Radio-Canada complies with applicable legal requirements the CBC/Radio-Canada may dispose of paper records.
  • Archival records identified in the CBC/Radio-Canada/National Archives Selection Criteria document will be considered for transfer to the National Archives of Canada.

2.1 Strategic Fit

  • This policy promotes a management framework that supports efficiency, transparency, communication and accountability.

2.2 Responsibility

  • The Vice President of the originating department is responsible for guaranteeing the identification, classification, arrangement, retention and disposal of their departmental records according to official CBC/Radio-Canada records management procedures and schedules.
  • The Corporate Secretariat is responsible for overseeing and assisting in the implementation and monitoring of this policy within the corporation.
  • The Corporate Secretariat is responsible for monitoring and coordinating agreements with outside archival institutions.
  • The President, or his or her delegate, must approve all archival agreements.

3. Operating Principles

  • Procedures, guidelines and schedules will be developed by the Corporate Secretariat to effect this policy.
  • All questions related to the interpretation and application of this policy should be directed to the Corporate Secretariat.

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