Controlled Goods Security Assessment Process | Archives and Special Collections

Controlled Goods Security Assessment Process – Archives and Special Collections

Controlled Goods Security Assessment Process

UCLASS Primary: SS635 – Security Services

Retention Rule Number: Specific Retention Rule 2014.12

Function/Activity: To document the security assessment application and approval process for employees and students who will be provided with access to controlled goods on campus.

Description/Type of Records: Controlled Goods Security Assessment Checklist; supervisors’ requests for staff/student to become authorized users of controlled goods; Government of Canada Security Assessment Application forms; records providing evidence of Canadian citizenship, residential address, employment or education history; temporary worker or student visas; criminal history checks; results of Security Assessment.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Campus Security Retain while the authorized user is an employee/student of the University + 2 years. Confidentially shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Authorized users Retain while the authorized user is an employee/student of the University + 2 years. Confidential shred or delete
Authorized users’ supervisors Retain while the authorized user is an employee/student of the University + 2 years. Confidential shred or delete

Restrictions:
Office of Primary Responsibility:
Access to these records is restricted to Campus Security. Any requests for information must be submitted to Campus Security. This ensures that individual employee information is kept confidential and only disclosed when required under appropriate legislation, which includes theControlled Goods Regulations, and the Freedom of Information and Protection of Privacy Act.

Offices of Secondary Responsibility
Access to these records is restricted to authorized users, their supervisors and staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.

Citations:
For Offices of Primary Responsibility (OPR):
Defence Production Act [R.S.C., 1985, c.D-1], Schedule (Section 35) Controlled Goods List; 
Controlled Goods Regulations [SOR/2001-32] S10(b)

Approval Information:

  • Paul Willing, Campus Security
  • Jo-Ann Munn Gafuik, Access and Privacy Coordinator
  • Bonnie Woelk, University Records Committee (Chair)

11 June 2014