bri system
RECORDS MANAGEMENT
MANUAL
Date: September, 2007
Authored By: University Archives
Contents
1. Records Management at UBC
3
A) Purpose of The Records Manual
3
B) Benefits of Records Management
3
C) Some Records and Record keeping Concepts
4
D) Records are not all the Same
5
2. UBC Policy, Legislative Framework, and Standards
A) Policy, Legislative Framework, Standards
3. The University Archives and Records Management
6
6
7
A) The Role of the Archives
7
B) Records Retention Schedule
7
C) Archival Records
8
D) Archival Record Guidelines
10
4. Issues
11
A) Electronic Records
11
B) Freedom of Information/Protection of Privacy
12
C) Business Continuity and Disaster Recovery
12
5. Managing information at UBC – what you need to know
13
6. Glossary
14
Contact us
16
Records Management Manual
1. Records Management at UBC
a) Purpose of the Records Management Manual
The purpose of the Records Management Manual is to help UBC staff and faculty members understand the records management principles applicable to the information they create and receive, and to help employees manage their information in a secure and efficient manner.
The Records Management Manual will serve as a starting point for records management at
UBC, and employees are encouraged to use the tools being developed by the University
Archives, including the Records Management Manual and the Records Retention Schedules. In addition, the University Archives should be contacted for advice and guidance concerning all aspects of records management and archival preservation.
b) The Benefits of Records Management
Records management will result in a number of positive benefits for units, most notably:
•
•
•
•
reduced costs increased useable space legal and regulatory compliance increased efficiency
The cost of filing cabinets, file folders, and other tools associated with paper
MANUAL
Date: September, 2007
Authored By: University Archives
Contents
1. Records Management at UBC
3
A) Purpose of The Records Manual
3
B) Benefits of Records Management
3
C) Some Records and Record keeping Concepts
4
D) Records are not all the Same
5
2. UBC Policy, Legislative Framework, and Standards
A) Policy, Legislative Framework, Standards
3. The University Archives and Records Management
6
6
7
A) The Role of the Archives
7
B) Records Retention Schedule
7
C) Archival Records
8
D) Archival Record Guidelines
10
4. Issues
11
A) Electronic Records
11
B) Freedom of Information/Protection of Privacy
12
C) Business Continuity and Disaster Recovery
12
5. Managing information at UBC – what you need to know
13
6. Glossary
14
Contact us
16
Records Management Manual
1. Records Management at UBC
a) Purpose of the Records Management Manual
The purpose of the Records Management Manual is to help UBC staff and faculty members understand the records management principles applicable to the information they create and receive, and to help employees manage their information in a secure and efficient manner.
The Records Management Manual will serve as a starting point for records management at
UBC, and employees are encouraged to use the tools being developed by the University
Archives, including the Records Management Manual and the Records Retention Schedules. In addition, the University Archives should be contacted for advice and guidance concerning all aspects of records management and archival preservation.
b) The Benefits of Records Management
Records management will result in a number of positive benefits for units, most notably:
•
•
•
•
reduced costs increased useable space legal and regulatory compliance increased efficiency
The cost of filing cabinets, file folders, and other tools associated with paper