Records from Members’ constituency and legislative offices are to be segregated (financial separated from correspondence and other non-financial records), boxed, and labeled.
Financial records are to be forwarded to Financial Services where they will be securely stored together with the constituency office records (see “Constituency Office Records” section above). Financial Services will make arrangements for the storage of financial records and the eventual destruction after seven years.
Non‐financial records may be transferred to the Legislative Library. The Legislative Library will accept all non-financial records from a Member, including personal, political, and non‐financial constituency records. All records will be kept for five years, but will not form part of the Library’s main collection. Selected records will be added to the Library’s permanent archive of MLA papers, subject to agreement between the Member and the Legislative Library. Assistance with the transfer of non‐financial records prior to your office closure deadline should be referred to the Legislative Library.
The Digital Information Office (DIO) can advise and support Members, constituency offices and caucuses on the day-to-day management of information and is available to support Members and staff in developing effective practices when creating, receiving, organizing, securing, retrieving, transmitting, storing and disposing of electronic and physical records. The DIO also supports policy development and training in related areas, including the protection of privacy, confidentiality, and vital records.
Christine Fedoruk, Director, Digital Information Strategy and Governance