Meducation Services Professional Corporation

202 – 3447 Kennedy Road Scarborough, Ontario M1V 3S1

  • 416-292-6825
  • legalservices@meducationservices.com
  • www.meducationservices.com
  • Last reviewed: September 21, 2026

1. Purpose

This policy protects the confidentiality, integrity, and availability of client information while ensuring compliance with legal, regulatory, and professional standards. We retain only what is necessary to support representation and business obligations, and we securely dispose of records once those obligations end.

2. Scope

This policy applies to all records handled by Meducation Services Professional Corporation, including: WSIB and WSIAT files, CPP-Disability appeal files, medical, vocational and financial evidence, tribunal forms, submissions, decisions and communications, client communications in all forms, billing and financial records, human resources, administrative and security records, and all physical and digital storage systems.

3. Standards Followed

We comply with applicable legal and regulatory requirements, including: Law Society of Ontario recordkeeping rules under By-Law 9, the principles underlying PHIPA, PIPEDA, WSIB and WSIAT document handling rules, and federal standards governing disability-related personal information.

4. Retention Timelines

A. Legal Files (WSIB, WSIAT, CPP-Disability)

Retained for a minimum of seven (7) years following file closure. Files are retained for up to fifteen (15) years where warranted, including:

  • Matters involving minors
  • Catastrophic injuries
  • Long-term or reviewable benefits
  • Claims with a realistic possibility of recurrence, reopening, or a related future claim (common in WSIB matters), even where the original entitlement issue has been resolved

The applicable minimum retention period is confirmed against our professional liability insurance requirements and reviewed periodically. Original documents are returned to clients whenever appropriate.

B. Medical and Expert Records
Retained as part of the client file and subject to the same retention periods as Section 4(A).

C. Financial and Billing Records
Retained for at least seven (7) years to satisfy tax and Law Society recordkeeping requirements. Meducation Services Professional Corporation does not operate a trust account and does not hold client funds in trust.

D. Emails and Electronic Messaging
Substantive client communications are retained within the client file and subject to the same retention periods as Section 4(A). Internal and administrative communications may be retained for up to three (3) years.

E. Marketing and Business Administration Records
Retained for up to five (5) years unless consent is withdrawn earlier.

F. Human Resources Records
Retained for seven (7) years following termination of employment or engagement.

G. CCTV and Security Logs (if applicable)
Retained for up to ninety (90) days unless an incident requires longer retention.

5. Method of Destruction

Records are destroyed using methods appropriate to their format:

  • Paper records are cross-cut shredded or destroyed by a bonded document destruction service.
  • Electronic records are permanently deleted using secure deletion methods, including from backups where feasible, so that the information cannot be reconstructed.
  • Physical media (e.g., drives, devices) that is retired is wiped or physically destroyed before disposal.

6. Responsibility for Destruction

Paul Sacco, as Managing Licensee, is responsible for reviewing files approaching their retention deadline, authorizing destruction, and confirming that destruction has occurred. A destruction log is maintained noting the file identifier, retention category, and date of destruction.

Approved By:

Paul Sacco, Managing Licensee

Meducation Services Professional Corporation

Effective Date: September 21, 2026