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Working Remotely: Best Practices for Records Management

Teleworking requires specific measures for how information is located, referenced, and stored safely and efficiently.

  • Use Concordia’s VPN (Virtual Private Network) to access electronic documents.
  • Store electronic documents in safe locations: shared drives, private drives, Sharepoint.
  • Use collaborative tools such as shared drives provided by IITS to share documents.
  • Use collaborative tools such as Teams and Skype for Business to communicate with colleagues.
  • Use only professional email systems.
  • Dedicate 30 min. per week to sorting email.
  • Securely store confidential paper files.
  • Securely destroy confidential paper files.
  • Classify documents properly.
  • Identify versions of shared documents.

  • Do not store documents on a desktop or USB key.
  • Do not communicate exclusively by email.
  • Do not keep paper files on domestic surfaces such as kitchen tables, etc.
  • Do not use free cloud services to share documents: Dropbox, etc.
  • Do not create several duplicates of documents.

 

 

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