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Records Management and Archives
Records Management Guidelines
Document Management: office cleanups, office moves, and staff departures
Document Management for Office Cleanups and Moves, and Staff Departures
Plan ahead: Contact RMA for information and support.
Office cleanups and moves
Shred and delete drafts, templates, and unnecessary blank forms
Shred and delete obsolete reference documents
Shred and delete personal documents (including personal work documents)
Refer to the Records Retention Policies (RCRP)
Concordia's
Records Classification and Retention Plan
(RCRP) states how long records must be kept and their final disposition toward meeting legal, fiscal, administrative, and historical values.
Identify the types of records in an office and follow the RCRP (link below).
Note that retention rules apply to all official records, including paper, electronic files, and email.
Destroy Obsolete Records
When records have met their retention limit, securely destroy them to ensure their privacy and confidentiality, according to the Secure Destruction Procedures (link below).
Archive Valuable Records
When records are to be retained long-term or permanently, send them to RMA, according to the archiving procedures in Carrefour.
TOP 6 documents to delete
Copies of committee agendas and minutes
Copies of original records sent to another unit
Routine email related to the scheduling of meetings and events
Advertising and promotional materials received from suppliers
Records in alternate formats/versions than those retained as an official record, i.e. printouts and extracts from enterprise systems such as Banner and SIS
Electronic and hard copy announcements, broadcast emails, "cc", FYI emails, etc.
Staff departures
Review the contents of all filing cabinets, electronic files, and stacks of documents in the purview of the departing empoyee
Apply all guidelines listed on this page
Move electronic documents to be retained into a shared drive
Transfer all official records to the appropriate holder
Refer to the Records Classification and Retention Plan (RCRP) for file retention timeframes
Refer to Secure Destruction Procedures for file retention limits
Refer to Secure Destruction Procedures for file retention limits
Connect with us
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Records Management and Archives
Records Management and Archives
Contact RMA:
Visit us on Carrefour
Email
:
records.management@concordia.ca
Tel
: 514 848-2424 x7775
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