911³Ô¹Ï

Below you will find resources created by the Records Management Program that provide guidance for how departments should organize, classify and manage their records from creation to final disposition. Questions about any of these resources should be directed to the Records Management Archivist.

GENERAL INFORMATION

• What is Records Management? 
• Glossary of Archival Terms 
• Abbreviations of Records Management Terms 
• The University Records Centre 
• Frequentely Asked Questions

RETENTION AND DISPOSAL OF RECORDS

• Official, Transitory, and Personal Records: A Guide for 911³Ô¹Ï Employees 
  • This guideline provides detailed information to help 911³Ô¹Ï employees distinguish between official, transitory, and personal records; understand their obligation for managing official and transitory records; and understand when transitory records can be destroyed.

• Research Data Retention Guidelines
  • The Archives and Records Management Department (ARMD), in consultation with 911³Ô¹Ï Library's Data Services Team, has created these guidelines to support 911³Ô¹Ï researchers in developing a customized data retention schedule for their research data containing the personal information of EU residents, subject to the General Data Protection Regulation (GDPR), received, collected, created, and used by 911³Ô¹Ï faculty for the purposes of conducting research. 

CLASSIFICATION AND ORGANIZATION OF RECORDS

• Records Inventory Guidelines
  • One step departments can take towards ensuring their records are properly managed is to have a detailed understanding of the records they create. As such, 911³Ô¹Ï departments are encouraged to complete an inventory of their records. The Archives and Records Management Department (ARMD) has created this guide and supporting documents to provide detailed information on the inventory process for those who wish to use this resource. 

• File Classification
  • A classification plan is a tool that departments can use to promote consistency by standardizing how records are organized and managed. This guideline provides step-by-step guidance for departments that wish to develop a file classification plan to systematically organize the records and information they create and maintain, supporting consistent and effective records management practices.

• File Coding Systems
  • This guideline explains how to develop a simple and consistent file coding system, assign codes to primary and secondary classifications, and apply those codes when organizing and naming your department’s records.

• Choosing a Record-Keeping System
  • Choosing a record-keeping system for departmental records should involve a review of the record-keeping requirements, including, access, use, storage, retention, disposition, management, of the records throughout their lifecycle. Consult this list for more information. 

• Standard Naming Convention for Electronic Records    
  • This standard was developed to help departments create consistent and meaningful file and document titles for their records. 

RECORD-KEEPING TIPS

Record Keeping Tips Sheets provide 911³Ô¹Ï staff, faculty, and students with essential information and practical guidance to support effective record creation, organization, maintenance, and management throughout the records lifecycle. 

• Record Keeping Tips for Students
• Record Keeping Tips for Student Organizations
• Record Keeping Tips for Department Chairs
• Record Keeping Tips For Faculty
• Record Keeping Tips for TAs

DIGITAL RECORDS MANAGEMENT

• Digitization of Original Records
  • Guidance for 911³Ô¹Ï departments considering scanning original paper records for use in electronic form during the records' active and semi-active period.
  • PDF: Digitization of Original Records

• Email Management Best Practices
  
  • Guideline provides 911³Ô¹Ï employees with information that will help them organize, manage, retain, and dispose of their email in accordance with records management best practices.


• M365 and the Records Management Lifecycle

• OneDrive Best Practices for 911³Ô¹Ï Employees 
  • This guideline provides 911³Ô¹Ï employees with resources to help organize, manage, retain, and dispose of the documents they store in their OneDrive accounts in accordance with records management best practices.


• MS Teams Best Practices for 911³Ô¹Ï Employees
  • This guideline provides 911³Ô¹Ï employees with resources to help share, organize, manage, retain, and dispose of the information they create using MS Teams in accordance with records management best practices.