Directory of University Records
Model File Classification Plan
Records and Information Management
Records relating to the management of the university's information resources. By default, these records are scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files. Exceptions are noted in brackets, with a link to the over-riding RRSDA. See scope notes for more detailed description.
- Records and Information Management (General)
- Policy, Procedures, Standards
- General
- Planning
- Reports and Statistics
- Special Projects
- Reference and Information Files
- File Classification
- Policy, Procedures, Standards
- General
- Departmental Classification Plan
- File Lists
- Freedom of Information and Protection of Privacy Act
- Policy, Procedures, Standards
- General
- Access and Privacy Advice (RRSDA 2000-007)
- Access and Privacy Request Case Files (RRSDA 1999-011)
- Information Technology
- Policy, Procedures, Standards
- General
- Access Control and Security
- Database Documentation
- Systems Administration
- Records Retention
- Policy, Procedures, Standards
- General
- Records Retention Schedules and Disposal Authorities (RRSDAs) (RRSDA 1999-044)
- University Records Centre (URC) (RRSDA 2000-010)
- Policy, Procedures, Standards
- General
- Semi-Active Records Transferred
- Inactive Records Destroyed
- Inactive Records Archival
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Scope notes
- Records and Information Management (General)
- Use for records relating to records and information management in general but which do not fall under any other primary in this subject heading. Note that the secondaries "Policy, Procedures, Standards," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed. See How to Use the Model Classification Plan for more details regarding generic secondaries.
- File Classification
- Use for records relating to the departmental Classification Plan. Maintain separate files for the current Classification Plan and for superseded / obsolete Plans. It is important to retain an archival record of obsolete Classification Plans, as records already transferred to the University Records Centre may be organized according to older, non-current systems.
- Maintain separate documents for the File Classification Plan (shows all possible filing categories) and the current File List (shows all actual files that have been opened under the categories).
- Freedom of Information and Protection of Privacy Act
- Use for records relating to the department's involvement in the administration of the FOI/POP Act, advice received concerning the Act, and requests made under the Act for access to information, correction of personal information or privacy complaints. If a particular request generates a large volume of records, create a separate case file for it. Advice files are scheduled under RRSDA 2000-007, request case files under RRSDA 1999-011. Note that the Archives and Records Management Department is the Office of Primary Responsibility (OPR) for these series.
- Information Technology
- Use for records relating to department's management of its information technology resources.
- Records Retention
- Use for records relating to the management of departmental records retention requirements. File here copies of current RRSDAs applicable to your department's records. Retain only current RRSDAs; the Archives and Records Management Department's website contains the most current up-to-date version. See RRSDA 1999-044.
- University Records Centre (URC)
- Use for records relating to the URC, including transfers of departmental records for semi-active storage and scheduled disposals (destruction or transfer to Archives' control). These records are scheduled under RRSDA 2000-010. Departments receive an updated URC Shelf Locations List after every records centre transaction, showing their updated holdings; retain only the most current version of this document. For each box sent to the URC, prepare a file list and retain it under File Lists.
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Page created May 22, 2001