Records Management resources
The following are guides and other useful tools to make your records management life a bit easier.
Watch this space!
Over time we will add more cheat sheets, guides, and other useful tools.
Records disposition process
A summary of the Records Disposition requirements – what you need to do when disposing of university records.
Brief guide to the imaging procedures
What to consider when scanning paper records to digital.
How to organize your inbox
Simple steps to keep your in-box under control.
How to clean up your Email inbox
Steps to quickly identify the transitory and personal email for deletion.
What records do I need to keep?
A one page decision tree to help you determine which records need to be kept and which are transitory.
Transitory records
What are transitory records?
Document naming conventions
An illustrated model of document naming elements, including versions. You may choose to put these in a different order or your office may have specific elements that are more useful (such as contract or project number).
How to search the Directory of Records
A summary of how best to search for the records classification you are looking for.
General Advice for Academic Offices
The retention rules of the records most commonly found in Academic Offices.
General Advice for Administrative Offices
The retention rules of the records most commonly found in Administrative Offices.
Committee records
Advice on the handling of Committee files generally, including responsibilities and retention.
Why don’t we just keep everything?
To control costs, manage risks, and maintain efficiency in our work, we want to keep only the information that is truly required. This information brief also explains some of the principles behind how we decide what records to keep.
Records requiring archival retention
A listing of the records which require transfer to the Archives as their final disposition.
List of primary offices for record types
An alphabetical listing of the primary offices for the classifications in the Directory of Records (DOR) (with links to the classifications).
Deleting personal information on mobile computing devices
When a mobile device comes to the end of its useful life, or when you wish to transfer the device to someone else, the device needs to be wiped of university data, in particular the personal information of students and employees.