Common records
Many types of records are commonly held in most departments of Baycrest. These records contain general information that helps to support the operations and administration of each department.
- Policies
- Payroll/timesheet information
- Budgets
- Human Resources (employee) files
- Client health records
- Accreditation records
- Letters of thanks and recognition
- Letters of concerns/complaints
- Incident reports
- Committee, team, and workgroup meeting records
- Contracts
- Workplace inspection reports
- Workplace safety inspection sheets
- Emergency staff contact lists
- Shift change clinical reports
Corporate services
Culture, Arts & Innovation
- Patient and resident entertainment records
- Art collection records
- Therapeutic recreation records
- Music therapy records
- Baycrest museum records
- OCAD partnership records
- Art administration
Education
- Education Planning Committee
- Quarterly reports
- Office of Academic Education records
- Conference administration records
- College/university affiliation agreements
- Library services records
- Education seminars and lectures
Executive administration
- Annual general meeting records
- Board meeting records
- Board committee records
- Academic Advisory
- Clinical Strategy, Quality and Safety
- Finance and Audit
- Fiscal Advisory
- Governance
- Government Relations
- Investment
- Management Resources and Compensation
- Medical Advisory
- Strategic Planning
- Annual reports
- Executive team records
- Corporate and medical staff bylaws
- Letters patent
- Board policies
- Insurance and claims records
- Legal opinions
- Government funding agreements
- Contracts
- Operating licences
- Deeds
Finance
- Budgets
- Payroll information
- Expense reports
- Annual financial statements
- General ledger
- Books of account and accounting records
- Billing invoices
- Budget analysis records
- Accounts payable reports
- Invoices
- Receipts
- Retail sales tax records
Human Resources and Organization Effectiveness:
- Employee orientation materials
- Special event records
- Workplace Safety and Inspection Board (WSIB) case management reports
- Febrile respiratory illness screening, tracking and communication
- Ministry of Labour and Public Health correspondence and orders
- Safety group plans and supporting materials
- Occupational Health and Safety project and program files
- Job classification compensation files
- Vacancy recruitment/selection material
- Employee issues/relations files
eHealth
- Equipment and software licenses, contracts
- Customer support tracking
- Vendor contact information
- Freedom of information and privacy records
Materials management
- Purchasing and procurement records
- Receiving records
- Competitive bidding records
- Purchasing contracts
- Product evaluation and trials
- Courier records
- Inventories
Ombudsperson
- Ombudsperson case files
- Terms of reference
- Evaluation guidelines
- “Speak Your Mind” concerns, compliments, suggestions
Public Affairs
- eNewsletter database
- Baycrest publications
- Corporate photo archives
- Communication plans
- Press releases
- Grievance/arbitration files
- Workplace investigation files
- Organizational change files
- Pay equity plan and supporting materials
- Labour relations issues/policy files
- HR project and program files
- Employee benefit and insurance documentation
- Annual financial audit documentation
- Job postings
- Tuition assistance records
- Strategic planning documentation
- Training records
Support services
- Food and Nutrition Services records
- Retail food reports
- Toronto Public Health reports
- Menus
- Surveillance videos
- Redevelopment and emergency management records
- Facilities and environmental services records
- Construction and renovation records
- Mail and receiving records
- Gift Shop and Terraces of Baycrest convenience store records
- Paging activity records
Stakeholder development and corporate planning
- Operating plan processes
- Research institute account records
- Government funding submissions
Volunteer Services
- Volunteer Youth Council minutes
- Volunteer Department reports
- Jewish Home for the Aged interprofessional committee
- Volunteer engagement surveys
Research
- Training centre records
- Administration records
- Research Ethics Board administration files
- Clinical trial record
Clinical and Residential
- Client health records
- Medical staff credentialing records
- Medical administration records
- Infection Control meeting records
- Patient safety indicators reports
- Outbreak audits and control measures
- Hand hygiene audits
- Safety event reporting system records
- Patient appointment schedule
- Staff scheduling
- Quality indicator reports
- Census reports
- Safety walkabout reports
- Patient registration information
- Nursing assignment sheets
- Patient transfer/discharge records
- Communication books
- Patient satisfaction survey information
- Clinical ethics records
- Clinic records
- Program administrative records
- Risk monitoring
- Psychiatry records
- Project records
Health disciplines
- Pastoral services records
- Baycrest drug formulary
- Hazardous medication training records
- Summary of drug inventory
- Narcotic and controlled drug records
- Pharmacy administration records
- Diagnostic Imaging quality assurance reports
- Radiologist registration
- Physiotherapy quality documentation
- Staff education requisition
- Documentation audits
- Social Work administrative records
- Audiology administrative records
- Speech language pathology administrative records and assessments
Apotex Centre, Jewish Home for the Aged (long-term care home)
- Investigations
- Reports and audits
- 24-hour monitoring reports
- Care plans
- Apotex meeting records
- Residents’ Advisory Council records
- Family Advisory Council records
- Ministry of Health and Long-Term Care inspection reports
Terraces of Baycrest
- Fitness procedures records
- Occupancy records
- Grant applications
- Toronto Housing allowances
- Client apartment safety inspection records
- Client satisfaction information
- Therapeutic recreation program records
- Toronto Public Health inspections and audits
- Parking assignments
- Monthly newspapers