Records Management Basics

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What is a Record?

A record is any recorded information created, received and/or maintained by an organization or person in the course of their activities, which comprises content, context and structure sufficient to provide evidence of the activity.

What is a University Record?

University records are those records created in the course of university activity, under the control of the University’s administrative officers, which serve as evidence of that activity. These may include minutes, correspondence, reports, statistics, maps, emails, photographs, spreadsheets, receipts, student files, and much more.

Transitory Records

Transitory records contain no ongoing operational, information, evidential or historical value and should be disposed of as soon as you have finished with them. These include FYI notices, routine correspondence (e.g. arranging a meeting time), notes, minor drafts, working documents, and copies of records not needed for consultation. For more information, see the section on transitory records.

Creating Records

Keep the following principles in mind when creating a record:

  • Create records with the expectation that they may be disclosed.
  • Do not include unnecessary information, especially relating to individuals.
  • Take factual minutes and avoid unnecessary detail.
  • State your own views and opinions as objectively as possible. Remember that individuals can request access to their personal information, which may include views and opinions of them, made by another person.

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Last updated: December 14, 2018

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