4.8 Privacy and Document Handling

Section 4: Board Policies
4.8 Privacy and Document Handling

Date initially approved: April 21, 2021

As a federated college at the University of Regina, Campion College is required to maintain, apply and evaluate an integrated records management function for all activities of the college. Such records management must also comply with any and all regulatory requirements that supports an effective information management system. For the purposes of this policy, information and records management includes any and all written, electronic and any other types of records and files maintained by representatives of the college. As such, the Campion College Board of Regents entrusts college management to follow such statutory compliance as a college in the Province of Saskatchewan using the following:

• The Executive Director ensures that practices are in place for any access to or disclosure of information from any records and files of the organization comply with governing legislation and regulatory requirements (referenced below).
• All student records and related files, both in written and electronic forms, are to be maintained securely following University of Regina policies, as such information is held and maintained by University managed systems. Any audit process completed on these student records is the responsibility of the University of Regina with full cooperation by Campion College.
• The Executive Director will ensure that all confidential records, involving students, staff, contracts, donations, alumni, etc have a procedure associated with them that protects the integrity of the information. As well, any request for information must follow Saskatchewan Privacy Legislation.

In order to ensure adherence to this policy, an annual report to the Board of Regents at the Annual General Meeting will include a statement by the Governance Committee on compliance of this policy and/or any breaches that have occurred.

References:
University of Regina Records and Information Management
Office of the Saskatchewan Information and Privacy Commissioner