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8 RETENTION, STORAGE, AND DESTRUCTION OF INFORMATION IN THE OSR
Regulations under freedom of information legislation require that personal information that has been used by an institution be retained by the institution for at least one year after use, unless the individual to whom the information relates consents in writing to its earlier disposal. Therefore, any personal information placed in an OSR should be retained by the school for at least one year after use, unless the principal receives written consent to its earlier disposal.
The following components of the OSR will be retained for five years after a student retires from school:
– report cards
– the documentation file, where applicable
– additional information that is identified by the school board as appropriate for retention
The following components of the OSR will be retained for fifty-five years after a student retires from school:
– the OSR folder
– the OST
– the office index card
The destruction of all or any part of the OSR when its retention is no longer required under this guideline will be effected under conditions that ensure the complete and confidential disposal of the record.
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