HS30 – Emergency Management & Business Continuity [DRAFT]

Records of emergency and business continuity plans and programs, and the University’s response to emergencies.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Version Information

Content & Scope

Policy 60 – University of Waterloo Emergency Response and the Emergency Response Plan provide the framework for the University’s response to natural and human-caused emergencies. The Emergency Response Plan defines Level 1 emergencies as those which can be managed through normal University policies, procedures and resources. Level 2 emergencies are those which require altering normal University operations, and may lead to the activation of the University’s Emergency Control Group and Emergency Operations Centre.

This records class excludes safety plans, procedures, and other records required under a Health, Safety, & Environment progam or standard, and records of the response to Level 1 emergencies through normal procedures.

The records include: emergency and business continuity plans and educational resources; business impact analyses and other records maintained in the enterprise business continuity management system; records of the Emergency Control Group; other emergency response records, including emergency communications, incident action plans, and after-action reports; and, records of emergency management training for roles defined in the Emergency Response Plan.

Related Records

For safety plans, procedures, and other records required under a Health, Safety, & Environment progam or standard, and records of the response to Level 1 emergencies through normal policies and procedures, see HS40 – Health, Safety, & Environment Management.

Responsible Unit

  • Safety Office.
  • Special Constable Services.
  • Units with an emergency management or business continuity plan, supplementing the University’s Emergency Response Plan.

Information Steward

University Secretary.

Information Confidentiality Classification

  • Public: Plans, educational resources, reports and communications intended for public release.
  • Confidential: all other records.

Retention

  • Educational resources, reports and communications intended for public release: minimum of 2 years, and then until superseded or no longer required as templates or models for new records.
  • All other records: 10 years after last administrative use.

    Disposition

    Archives Selection.

    Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential records must be securely destroyed.

    Note

    Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.

    Archival Records

    The University Emergency Response Plan, records of the Emergency Control Group, and other selected records of the University’s response to Level 2 emergencies are of long-term historical value. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.

    Authority

    • Policy 60 – University of Waterloo Emergency Response.
    • University of Waterloo Emergency Response Plan.

    Retention Rationale

    The retention period is based on operational use. Some records are of long-term historical value.

    Under Review Date

    12 March 2020

    Previous Version

    19 December 2011

    (This records retention schedule replaces HS12 – Emergency/Safety Plans and Programs)