Research Ethics Board Minutes, Agendas and Supporting Papers

Function

Committees

PIB

RRSDA Number

2003-004

Department

Research Ethics Board

Description, purpose and use of records

The series consists of records made or received in support of the activities and deliberations of the Research Ethics Board (REB). Records may include minutes, agendas, supporting papers, meeting schedules, membership lists, correspondence, policies and procedures, reports and studies, and reference and information material.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
OPR Files (Paper)	CY + 2 years	3 years	CY + 5 years	Selective Retention by Archives
OPR Files (Electronic)	Superseded or obsolete	Nil	Superseded or obsolete	Destroy
Non-OPR Copies (held by members of the REB other than the Secretariat) (Paper and Electronic	No longer needed for reference	Nil	No longer needed for reference	Destroy

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
大象传媒 Policy R 20.01, Research Ethics
Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans
Good Clinical Practice: Consolidated Guideline. ICH Harmonized Tripartite Guideline. International Conference on Harmonization of Technical Requirements for Registration of Pharmaceuticals for Human Use

Retention rationale

The Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. The review and approval of ethics applications are documented in the REB minutes, agendas and supporting papers and, therefore, must be retained for a minimum of one year. In addition, the total recommended retention period (CY + 5 years) is sufficient to met the reference needs of the ORE and REB (the records document the activities and deliberations of the REB and as such act as a valuable reference or memory resource of past action).

Retention and filing guidelines

The DORE acts as Secretariat to the REB. The file classification plan developed for the ORE during the winter semester 2003 provides guidance of how these records should be coded and maintained.

At the end of the active retention period (CY + 2 years), box and transfer the paper files to the University Records Centre (URC). Exceptions are noted in the file plan. In particular, meeting schedules and reference and information files need not be boxed and transferred to the University Records Centre (URC) at this time. Instead, ORE staff should oversee their destruction by contacting Facilities Management and arranging for their confidential shredding.

For each box transferred to the URC prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).

ORE staff should also create a folder directory structure on their desktop computers that mimics the secondaries relating to REB minutes, agendas and supporting papers in the ORE file classification plan. Store electronic versions in the applicable categories. Treat the electronic versions as working documents and delete/destroy them when the records are S/O. See RRSDA 1999-061, Transitory Records.

大象传媒

Archives and Records Management