Beta College of Business and Technology is committed to maintaining the confidentiality, integrity, security, and proper retention of student records in accordance with applicable legislation, regulatory requirements, and institutional standards.
Introduction & Purpose
The Data Security and File Storage Policy outlines the College’s procedures relating to the collection, management, storage, safeguarding, retention, and authorized disclosure of student information, including both electronic and paper-based records.
This policy outlines the guidelines and procedures for the management, security, and retention of student files at the Beta College of Business and Technology, hereafter referred to as the “career college”. This policy encompasses the handling of both electronic and paper records to ensure compliance with regulatory requirements and safeguard the confidentiality and integrity of student information.
Student Acknowledgement
All students are responsible for reviewing this policy in full. The policy is made publicly available on the College website to ensure transparency and accessibility. By enrolling at Beta College of Business and Technology, accessing College systems (including BETA Hive), attending classes, or continuing as an active student of the College, students are deemed to have:
Been provided access to this policy;
Reviewed or had the opportunity to review its contents; and
Agreed to comply with its provisions and all related institutional requirements.
Compliance & Clarification
Failure to comply with the College’s data security and file management standards may result in corrective action in accordance with College policies and applicable regulatory frameworks.
Students who require clarification regarding this policy may contact the College administration through the official communication channels listed on the website.
Record Management / Confidentiality / Accountability
Policy Guidelines & Procedures
Definition of Student File
A “Student File” refers to a comprehensive record maintained by the career college for each student, encompassing electronic, paper, or a combination of both. The file includes, at a minimum, the following information:
Full name, date of birth, residential address while enrolled, permanent address, phone numbers at the residential and the permanent address, and any cell phone number or e-mail address.
A record of the results of any academic evaluations of the student by the college.
A copy of the signed contract between the college and the student.
A copy of evidence verifying that the student has met the admission requirements established by the college.
If the student has withdrawn or been expelled from a program, copies of the withdrawal or expulsion letter, any refund calculation and any refund cheque.
A copy of all receipts issued to the student for the payment of fees.
Record Retention
The career college shall maintain an individual student file for each student enrolled in its approved programs.
Each student file shall be kept for at least three years from the date the student left the program.
Location of Files
Student files contain sensitive information and shall be stored securely to prevent unauthorized access.
Files stored in rooms where students may meet with Campus Staff (instructors, Admissions, Campus Director, etc.) must be kept in a secure cabinet with a lock and key.
File Cabinet Security Protocols
No Campus Removal:
Files cannot be removed from the campus premises.
Return Deadline:
Files taken from cabinets must be returned by 5:30 p.m. the same day.
Never Unattended:
Files must not be left in open areas. Only files actively being worked on should be outside the cabinet, under direct supervision.
Constant Monitoring:
Cabinets are under constant protection and monitoring to deter unauthorized removal.
Cooperation with the Auditor
In the event of an audit, the career college shall cooperate fully with the auditor.
This includes providing complete access to Student Files and any other relevant documents.
Staff knowledgeable about the institution’s operations must be made available to address any inquiries.
File Retrieval Protocol
Files can only be retrieved for audit purposes by authorized personnel (auditors, accountants, the campus director, or designees).
Authorized personnel must sign a log indicating the number of files taken, student names, and purpose.
Files must be returned within 30 days unless written permission from the campus director is provided.
Any unauthorized removal of files will result in disciplinary actions.
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