Records management
Create and Maintain Records
To ensure people in your organization have access to reliable
reference materials, create and maintain records that contain
complete, accurate information. Records include electronically
stored information, paper records, email, voicemail, construction
drawings, photographs, personnel files, resident files, corporate
records, legal records, books, maps, letters, vouchers, and any
other medium used to record information, such as CDs, DVDs or
microfilm.
Keep in mind that residents can request a copy of their records
under the
Personal
Information Protection Act,
when making notations regarding personal information
about individuals in their files. For more information and tools,
download
the Non-profit Records Management Tool Kit.
Records can be divided into four categories to streamline
management:
1. Corporate Records
Under the Society Act and Co-operative Association Act, you’re required to maintain corporate records at your registered address that include:
Under the Society Act and Co-operative Association Act, you’re required to maintain corporate records at your registered address that include:
-
A list of your current members
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Minutes from your annual general meetings, other general meetings and board meetings
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Copies of the society constitution and bylaws
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Copies of the co-op memorandum, rules and all amendments
-
Legislation and agreements governing your operations
2. Administrative Records
Administrative records cover functions such as finance, insurance, meetings, agreements, reports, policies, procedures, facilities management, legal issues, office equipment and supplies, and personnel.
Administrative records cover functions such as finance, insurance, meetings, agreements, reports, policies, procedures, facilities management, legal issues, office equipment and supplies, and personnel.
3. Operational Records
Operational records include housing program development and administration; information on the construction phase and ongoing operations; operational issues; and resident support services, associations and programs.
Operational records include housing program development and administration; information on the construction phase and ongoing operations; operational issues; and resident support services, associations and programs.
Building Records
Store copies of building records—such as contracts, specifications, drawings, etc.—for each development so you have information on the history of the building. For a detailed list of building records, see the Maintenance Guide.
Store copies of building records—such as contracts, specifications, drawings, etc.—for each development so you have information on the history of the building. For a detailed list of building records, see the Maintenance Guide.
Download the entire Administration Guide.
How to Use This Guide: The table of contents is interactive. Simply click on a chapter to read that section. There are also hyperlinks throughout the guide to direct you to more information and resources and a list of the online links in the Appendix.
How to Use This Guide: The table of contents is interactive. Simply click on a chapter to read that section. There are also hyperlinks throughout the guide to direct you to more information and resources and a list of the online links in the Appendix.
