Document Management for Office Cleanups and Moves, and Staff Departures
Plan ahead: Contact RMA for information and support.
- Shred and delete drafts, templates, and unnecessary blank forms
- Shred and delete obsolete reference documents
- Shred and delete personal documents (including personal work documents)
- 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.
- 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.
- 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
