Volunteer Form Storage Policy Change
As all CVPAs know, the current Safe Haven policy calls for a Region to securely store the Region’s copies of volunteer applications for a period of seven years. Beginning with the 2010-11 playing year there has been a change to the document retention policy which we hope CVPAs will be very happy about!
During the year, each time that a batch of volunteer forms is received by the Safe Haven department, a confirming e-mail will be sent to the CVPA. These confirming e-mails should be saved. At the end of the playing year, if all original Volunteer Applications have been mailed to the Safe Haven Department, the CVPA shall safely dispose of the Region’s copies of those forms for that year. Disposal shall be by shredding or incinerating; Volunteer Applications should not be disposed of in the regular trash.
With regard to forms for the past seven years, however, the Region must continue to maintain them in a safe manner for the full seven years. To assist you in determining when it is appropriate to dispose of Region copies of forms, please refer to the following schedule:
|Playing Year ||Disposal OK (if all originals have been mailed to the NSTC) |
|2010-11 ||July 2011 |
|2009-10 ||July 2017 |
|2008-09 ||July 2016 |
|2007-08 ||July 2015 |
|2006-07 ||July 2014 |
|2005-06 ||July 2013 |
|2004-05 ||July 2012 |
|2003-04 ||July 2011 |
|2002-03 ||July 2010 |