What records does the Act cover and what does “in the custody or under the control” really mean in relation to records at the Calgary Board of Education?
The Act covers all records in the custody or under the control of the Calgary Board of Education. It includes information in recorded format but not in oral form. The Act defines “record” as a record of information in any form, including books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records. It includes electronic records, personal filing systems containing school board records and items such as post-it notes. The definition is intended to cover all sorts of recorded information created in carrying out the operations and activities of the Calgary Board of Education such as e-mail and voice-mail if they are retained as records. A record is under the control of the Calgary Board of Education when the Calgary Board of Education has the authority to manage the record throughout its life cycle including restrict
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