Policy 23 - University of Ottawa Archives

Approved Administrative Committee 715.4

UNIVERSITY OF OTTAWA ARCHIVES

DEFINITION

1. For the purposes of this Policy, the expression “archives” refers to all records, regardless of form or medium (conventional or electronic), created or accumulated by the University of Ottawa and its employees in the course of their duties and containing information on the organization, functions, procedures, policies and activities of the University of Ottawa, or any other useful information on the past and present of the University of Ottawa.

OWNERSHIP

2. The archives are the property of the University of Ottawa and can be disposed of or destroyed only as provided for in the records retention schedule (University of Ottawa Procedure 20‑4, setting out record retention periods).

STATUS

3. The University of Ottawa Archives is an administrative unit within the Office of the Secretary.

MANDATE AND RESPONSIBILITIES OF THE ARCHIVES

4. The University of Ottawa Archives is responsible for facilitating the design and implementation of sound information management practices and for promoting and providing effective and integrated related services. The Archives shall provide professional advice and services on the management of information in hard-copy and electronic media, information distribution and organization services, as well as distribution and research services. To this end, the University of Ottawa Archives shall:

a) set, review and apply preservation periods for documents created by the University of Ottawa, using the records retention schedule (University of Ottawa Procedure 20‑4);
b) design and implement a standard classification plan in the academic and administrative units;
c) implement sound information management practices in the academic and administrative units, and advise employees of these units on information management;
d) provide information management training to University of Ottawa employees in co-operation with the Human Resources Service, and provide training in archival science to other interest groups;
>e) store conventional and electronic records sent by the academic and administrative units; ensure access to these records, as well as their preservation and conservation;
f) ensure the effective dissemination of information to the academic and administrative units, the public and other interest groups;
g) process, classify and describe records, and produce finding aids;
h) provide researchers with a reference service and ensure access to information in accordance with University of Ottawa Policies 11 and 90;
i) acquire archives from the academic and administrative units as provided for in University of Ottawa Procedure 20-4, as well as information from other sources, in order to document the history of the University; set and apply the retention schedule of Procedure 20-4; and
j) help disseminate the archival history and heritage of the University of Ottawa by a variety of means, including finding aids and catalogues, publications, exhibitions, guided tours, presentations and interviews.

RESPONSIBILITIES OF ACADEMIC AND ADMINISTRATIVE UNITS

 5. University of Ottawa academic and administrative units shall:
  •  a) designate as the University of Ottawa Archives liaison officer one of their employees, who will submit to the Archives any plans to destroy or dispose of records not described in the records retention schedule (University of Ottawa Procedure 20‑4);
  •  b) maintain the standard classification plan for all records (conventional and electronic) in their unit;
  •  c) help review and apply the record retention periods provided for in the records retention schedule (University of Ottawa Procedure 20-4); and
  •  d) send all records as indicated in the records retention schedule (University of Ottawa Procedure 20-4), following the procedures set out in the Information Management Guide.
EXCEPTIONS

6. Any exception to this policy requires the written approval of the Administrative Committee.
 
Revised March 28, 2007
 
(Office of the Vice-President, Governance)
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