ER2550: Enterprise Risk and Security – Campus Security

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Schedule Number

ER2550

Primary Title

Campus Security

Office of Primary Responsibility

UBCV:  Safety and Risk Services, UBC Campus Security 

UBCO: Campus Security, Health Safety and Environment  

Description

Records supporting campus security such as accident and incident reporting and response, lost and found, site access request. The primary also includes security programs such as blue phones, safe walk and event security.  

  • For records relating to back up and log files see IM4670 Information Systems Operations
  • For records associated with student misconduct see ST6750

Vital: No

PIB: Yes

Authority:

BoG Policy SC8: Investigations Policy 

BoG Policy SC13: Response to At-Risk Behaviour 

BoG Policy SC16: Safety and Security Cameras 

Date Approved: 20220906

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition

01  

Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series  

05  

General  

CY+5Y, D   

10  

Accident and Incident Reporting and Response 

EV+7Y, D 

EV=Date matter is resolved 

13 

CCTV Recordings  

Records consist of video/audio recordings made by camera systems under the scope of BoG Policy SC16: Safety and Security Cameras. 

Retention Notes: Copies of CCTV recordings that are used to support an investigation or incident are moved to the appropriate file. 

Video recordings that are used to make a decision that directly affects an individual must be retained for 1 year after the decision was made.

30 Days, D  

15 

Central Alarm System 

Records consist of intrusion, fire and environmental alarm data recorded in the central alarm system. 

CY+7Y, D 

20  

Committees  

CY+5Y, SR 

SR=UA will selectively retain records from this series 

25 

Lost and Found 

(paperwork only, actual articles are retained 2 weeks)

CY+1Y, D  

28 

Programs

(blue phones, safe walk, event security) 

CY+7Y, D 

35 

Site Security Access and Assessment 

Includes building access.

CY+7Y, D 

45  

Issues  

CY+5Y, D   

60  

Reports  

CY+5Y, SR 

SR=UA will selectively retain records from this series 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year