B.C. Public Service security screening records management
Last updated on August 19, 2024Manage security screening documents to record important details and protect personal information.
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Corporate records management
Position designations and confirmation of security screening clearance are recorded and updated in PeopleSoft. However, no detailed information about security screening is stored.
Records management for hiring managers
Hiring managers are responsible for ensuring that any records are retained and filed correctly.
| Document | Nature of document |
Successful applicant (passed security screening) |
Unsuccessful applicant (did not pass security screening) |
|---|---|---|---|
| Position security screening designation | Filled out for position (not applicant). Required for security screening designation. | Retain original in position history file (ORCS 57360-50) | Retain original in position history file (ORCS 57360-50) |
| Criminal Record Check Consent form | Applicant’s consent for a Criminal Record Check form. |
Scanned copy retained in employee personnel file (ORCS 57240-20) Originals securely destroyed |
Scanned copy deleted Originals securely destroyed |
| PSSO notification to hiring manager |
Any emails or faxes to hiring managers indicating “no record found” “record not relevant” or “applicant not eligible” in response to Criminal Record Check request. This should not include any details on applicant record check results. |
Retain notification in employee personnel file (ORCS 57240-20) Any details on applicant record check results must be destroyed. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. Any details on applicant record check results must be destroyed. |
| Hiring manager notes on adjudication discussions with PSSO | Notes made by the hiring manager during discussions with the Ministry of Public Safety and Solicitor General’s Personnel Security Screening Office and the applicant. | Securely destroy when successful applicant placed in position. | Securely destroy after request for review period has expired |
| Hiring manager’s “not eligible” letter to applicant | Letter to applicant indicating appointment cannot be confirmed based on security screening results. Refer applicant to Ministry of Public Safety and Solicitor General’s Personnel Security Screening Office for reasons for decision. Inform applicant of appeal option to Deputy Minister. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. |
| Applicants’ request for a Deputy Minister review of a PSSO adjudication decision | A request for a review by an applicant should they be unsuccessful in their application after the completion of adjudication by the Ministry of Public Safety and Solicitor General’s Personnel Security Screening Office. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. |
Retain in staffing competition file. (ARCS 1665-20) Approved retention is SO+2Y NIL DE In sealed envelope labelled “Protected Personal”. |
| Deputy Minister’s review decision | Deputy minister’s written decision on applicant request for a review of a decision not to hire. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. |
Retain in staffing competition file. (ARCS 1665-20) In sealed envelope labelled “Protected Personal”. |