Board Policy – Records Retention & Destruction

Policy Statement

Fraser Valley Regional Library strives to retain, manage and dispose of records in an effective and efficient manner. All records should be managed in a systematic manner, in compliance with applicable laws and FVRL policies.

Purpose

The purpose of this policy is to ensure that records are retained only as long as necessary to meet statutory, fiscal, contractual, administrative, and operational requirements.

Scope

Applies to all FVRL records.

Definitions

Destroy means to eliminate or delete Records beyond any possible reconstruction including through:

  1. physical destruction by means of burning, pulping or shredding;
  2. secure deletion of electronic Records; or
  3. physical destruction of electronic storage media.

Record means recorded information, regardless of medium or form, which FVRL creates, receives or maintains in connection with the conduct of FVRL’s affairs. Emails and other forms of electronic messages are examples of records.