Directory of Records database

The UVic Directory of Records (DOR) is the principal tool of the records management program at the University. DOR functions as the global view of the records generated by the University and divides this view into a classification scheme consisting of 12 broad sections of related records. The classification scheme arranges records according to the functions of the University and identifies these groups by a block numeric system for their efficient access and retrieval.

DOR is in a web-based database, and can be searched by section, or on the entire database by the following fields: Series Title, Secondary Title, Primary Offices, Scope and Contents.

Search DOR database by section

Or, browse the whole DOR database.

Reading the Directory of Records

DOR classifies University records by hierarchical levels that go from the general to the specific, within a functional structure. This means DOR is not organized by administrative units, but by the areas of responsibility or function that exist within the University. The purpose of this functional structure is to effectively deal with administrative changes, the number of offices involved in creating a record, and duplication of information. Because this functional approach is different than what the user of DOR may expect, we recommended users orient themselves to DOR by reading this web page, browsing the sections, searching the Directory database, or consulting with Jane Morrison, Associate Archivist (Records, Access & Privacy), at 721-8258 or jmorriso@uvic.ca.

The first level of classification includes 12 major sections that can be thought of as a table of contents. Each of these sections is then divided into a number of Primary Series of records. Each series is listed in alphabetical order, and is assigned a series number. For example: the Human Resources section has 15 series that document the various functions that relate to Human Resources. The following titles are examples of these series:

Each Primary Series is then broken down into related Secondary Series. Here is an example using HR480 Training:

As you descend down the hierarchy, the titles rely on the numeric system to avoid repetition, so HR480-02 Course Packages is not written as: Human Resources - Training - Course Packages.

Along with the classification scheme, DOR also includes retention rules that dictate how long a record should be kept in the direct custody of university offices prior to its disposition to another University office, the University Archives or destruction. The retention period for a record is based on an assessment of its administrative, legal and permanent values. The administrative value is based on the record's usefulness for present or future administrative matters, the legal value is based on the requirements of keeping the record as determined by law, and the permanent value is based on the ability of the record to document major functions of the University. The process of defining retention rules is ongoing and includes input from different offices of the University, preliminary approval by the Archives Committee, and final approval by the President.

Uses of DOR for UVic Offices

DOR serves as a tool for the University community by:

  1. Providing a classification system for the naming and filing of paper and electronic records.
  2. Providing standardized terminology for the identification of records series that exist across several departments.
  3. Establishing standardized Retention Rules for records held in University offices and controlling how these records are to be disposed once they reach the end of their active life.
  4. Assisting in responding to public requests for access to information as outlined in the Freedom of Information and Protection of Privacy Act.

If you have any questions relating to the UVic Directory of Records and how your office can take advantage of its benefits, please contact the Archives.

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