Your role in protecting Dawson’s records
As summer approaches, you may be tempted to clean out a filing cabinet, or declutter a disk drive/SharePoint folder, but first please make sure you can do so legally.
As a public body, Dawson College is subject to the Archives Act and must retain its records in accordance to its government-approved retention schedule. All documents created or received in the course of the college’s activities have a corresponding retention rule that sets out the amount of time these documents must be kept, and when/if they can be eliminated.
When records become inactive, some records can be destroyed while others must be preserved permanently as historical archives, even if they are have no current administrative, legal or financial value to the unit.
To familiarize yourself with Dawson’s Records Management Policy, please check the retention schedule and contact the archivist, David-Marc Newman, at 1437 or email@example.com if you have any questions, or would like help or training in records management.
You can find more information by checking out: https://www.dawsoncollege.qc.ca/governance/archives-and-records-management-arm/.
In addition to the Retention Schedule, you will find records managements tools such as the college’s Digitization Policy (and form) that will be useful for any digitization project of paper documents; a guide to Naming Conventions for digital files and folders to help locate and identify them easily; and the Remote Work guidelines for best practices when working off campus to ensure documents and data are protected.
Dawson’s French Language Policy approved by Board of Governors
Dawson’s Board of Governors approved the College’s French Language Policy at a special meeting held on May 24. For more details on the policy and what it means for Dawson, see full article in the April 4, 2023 issue of D News.
The policy was submitted to the Ministry of Higher Education on May 29, 2023 ahead of the Ministry’s June 1 deadline. It is possible that either the Ministry of Higher Education or Ministry of the French Language will have comments or request amendments to the policy.
Additionally, given the accelerated timeline required to complete the policy within a short timeframe, the College plans to continue consulting with the community and revisit the policy before June 30, 2024. It is already possible that amendments to the policy will be required, given that the National Assembly is considering special exemptions for Indigenous students who do not hold a certificate of eligibility. See more details in this recent CBC article.
The full text of the policy is available on Dawson’s website in both English and French.
In the coming weeks and months, Dawson will be taking steps to ensure compliance with the Quebec Charter on the French Language in its communications with employees and the public. Translation of employee memos Starting May 8, all mass emails sent to Dawson employees have and will be provided in both English and French. Each…
Dawson’s whistleblower policy
Did you know that the College has had a whistleblower protocol since 2010, which was revised in 2019 to a formal policy?
Disclosures of wrongdoings could include contravention of laws and misuse of funds or equipment. Complaints do not need to be first-hand accounts and can be made anonymously through an electronic form.
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In order to comply with new Quebec legislation about the protection of personal information and to protect the integrity of the investigation process, four updates are being made to the Policy on Sexual Violence of Dawson College. Bill 64, which comes into effect September 2022, led to the insertion of the following paragraph in article…
Last Modified: May 31, 2023