Records Management at Queen’s University. By Shan Jin November 2008. What Are Records?.
By Shan Jin
Records are any recorded information that is created, received and maintained by an organization in the transaction of business, in pursuance of legal obligations, or in the conduct of day-to-day activities and kept as evidence of such.
Paper, microforms, emails, instant messages, text files, voice mails, and even a website or a collaborative team space (e.g. QSpace) are potential records. All records, regardless their media, should be managed as part of the records management program.
Queen’s Records Management Policy was approved by the Principal/Vice-Principal's Committee on September 29, 2003. It is reviewed every five year.
The University Records Management Committee (URMC) oversees recordsmanagement policies and program for Queen’s University. The Committee supports the development and implementation of records management policies and programs that ensure accountability to the public and university stakeholders, and that requirements for legal compliance and risk management are met in the most professional, efficient and beneficial manner.
Records management staff at the Archives are responsible for developing a records classification scheme (also known as Directory of Records) and records retention schedules for the University. A records retention schedule governs the life cycle of a record, or series of records, from creation or receipt to disposition or permanent preservation.
Some approved (by URMC) records retention schedules can be viewed here:
The life cycle of a record can be divided into the following three phases:
While space is available, Queen’s University Archives can provide semi-active storage for a fee for physical records which meet the following criteria:
To retrieve semi-active records stored in the University Records Center, the unit records custodian need to
Destruction of electronic records is different from destruction of physical records.Deletion is not destruction. The most common methods of destroying electronic records are:
To ensure the complete destruction of an electronic record, all copies should be found and destroyed. This includes removing and destroying copies contained in system backups and offsite storage.
If you have any question regarding University Records, please contact: