Best Practices for Information and Records Management
Click on "related links" for any statement below to see the most relevant Resources.
| 1. | To comply with statutory requirements and keep a record of all decisions of the society’s Board, maintain the Corporate Minute Book and the Register of Members and Directors at a secure location. Related Links >> |
| 2. | To help ensure directors know what their responsibilities are, to help them properly fulfill those responsibilities, and to ensure continuity as directors change, develop and maintain a Board manual that includes director job descriptions and Board policies, and provide a copy to each director. Related Links >> |
| 3. | To ensure safe, legal, efficient, competent, and consistent management of the housing portfolio, document all policies and procedures in an Operations Manual and make it accessible to all directors, staff, and volunteers. Related Links >> |
| 4. | To ensure policies and procedures are still relevant and current, review and update the Operations Manual at least annually. Related Links >> |
| 5. | To help ensure the society complies with all relevant statutory requirements, maintain a library of all pertinent and current statutes, regulations, and guides. Related Links >> |
| 6. | To ensure compliance with all legal and operational requirements for records and to follow good records management practices, develop and apply a formal records management policy and records classification system. Related Links >> |
| 7. | To comply with statutory requirements, safeguard confidential tenant and employee information, and provide clear guidance for staff, develop and apply a formal policy on freedom of information and protection of privacy. Related Links >> |
| 8. | To keep an accurate, long-term history of building and unit maintenance and to safeguard confidential tenant files, establish building and unit maintenance records separately from tenant files. Related Links >> |
