Safeguarding Public Documents
The Comox Valley Regional District (CVRD) has a policy in place to administer its records management and classification system based on the best practices in BC local government. This system indicates the length of time records are to be kept active and in storage, and whether records are to be destroyed.
The Corporate Legislative Officer annually reviews records exceeding their retention limit and authorizes those records for destruction. A list of records that have been destroyed is permanently maintained.
In 2005, the CVRD began producing electronic agendas and minutes. In 2006, the CVRD introduced an electronic filing system where, whenever possible, all letters, staff reports and third-party documents are stored electronically. Using secure software, documents are created that cannot be edited or changed. These documents can then be printed or emailed to those requesting the information.
Some records may be (or must be) restricted from access by the general public, including records containing personal information; information being considered in confidence; information subject to solicitor-client privilege; and information harmful to third-party business interests if disclosed.
The following pages are intended as guides for anyone wishing to access routine or non-routine records in the custody or under the control of the CVRD.