Records Management
Privacy and Records Management has services and resources, including online filing and file purge guides, which take the frustration out of managing your paper and electronic records. Contact us for assistance with transferring records or retrieving records, or simply for practical advice on all aspects of managing records and information.
Services
Records Transfer
To transfer records to on-site records storage contact us to help you identify which records are eligible for storage. We supply standard storage boxes, complete the Records Transfer Control form for you, and arrange for records to be moved to on-site storage.
Records Retrieval
To retrieve a file or box located in on-site storage e-mail or telephone us with the details and we will deliver the records to you within 48 hours.
Records Destruction
What happens to records in on-site storage? When your department’s records in storage are due for destruction, Privacy and Records Management completes a Records Destruction Authorization memo for manager review and approval. Once approved, we coordinate the removal of boxes for confidential destruction by a contracted service provider.
Records Filing and Purging
If you didn’t find the file retention or purging information you need in one of our guides or directories, contact Privacy and Records Management for an expert, hands-on review of your files. We’ll help you decide which records to keep and which to destroy.
Do you want to save valuable time finding important documents? Customized filing systems make retrieving the right paper or electronic record a snap by tailoring file folder structures to the way you create and use information.
Document Imaging
A robust document imaging system may be the right tool if your department has a large number of records that many staff members refer to again and again over several years. With the WebXtender system, you can convert paper records to digital images that can be read, edited and shared online (even with members of other departments.) You can also import ‘born digital’ Word, Excel, PowerPoint or PDF files into WebXtender. For more information, or to see WebXtender in action, contact Privacy and Records Management.
Archival Research
If your department is about to commemorate a significant anniversary or milestone, Privacy and Records Management will conduct research in the College Archives to uncover unique photographs and documents to enhance your event.
Resources and Guides
Want to know how long to keep records and when to destroy them?
- The Annual Year-End File Purge Guide gives you an easy-to-follow listing of paper and electronic records common to most departments with short descriptions and retention and disposal timetables for each type of record.
- Specialised filing guides like the Filing Guide for Regular Studies Faculty Records and the Filing Guide for Managers’ Records describe the types of records typically created or received by faculty or managers and lists the retention period for each record category.
- For a College-wide perspective, you can review the Directory of College Record Classifications and Retention Schedules, an accessible and up-to-date listing of records produced by departments throughout the College. The Directory organizes record types by business function, identifies the department responsible for each function and describes the length of time each record type is to be kept in the office (and in some cases in on-site storage) prior to destruction or transfer to the College Archives.
- The Managing your Email in Outlook Guide provides filing, decluttering and etiquette tips.
