Document Management for Office Cleanups and Moves, and Staff Departures

• 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