Manage records in your office

Responsibilities

Steps Your responsibilities Archives responsibilities

Step 1

Comply with Policy 23

Apply and comply with Policy 23

Step 2

Assign someone to liaise with the Archives

Assist the person responsible for liaising with Archives in managing their unit’s records

Step 3

Based on Procedure 20-4 - Disposition of Information, determine:

  • Which records to keep
  • Which records to transfer
  • Which records to destroy

*Records to be destroyed must be shredded.

Assist units in applying Procedure 20-4

Step 4

Submit a request to Archives for any records that you wish to dispose of not covered by Procedure 20-4

Update Procedure 20-4 and submit to the Administrative Committee for approval

Step 5

Make sure you follow the University’s standard classification plan within your unit

Design and implement the University’s standard classification plan to all units

Step 6

Follow Docushare’s naming conventions for electronic records

Approve the naming conventions for electronic records

Step 7

Collaborate in reviewing and applying the retention periods outlined in Procedure 20-4 by informing the Archives of deadlines that apply to your unit

Update Procedure 20-4 as necessary and submit it to the Administrative Committee for approval

Step 8

Transfer records to Archives according to the retention periods outlined in Procedure 20-4

Inform units of the procedures to follow to transfer records to the Archives

Step 9

Identify and protect vital records 

Provide a description of vital records.


Send your records to the Archives

Steps Your responsibilities Archives responsibilities

Step 1

Contact the Archives to transfer electronic records.

Provide explanations on how to transfer electronic records.

Step 2

Contact Archives to obtain the standard storage boxes.

Send boxes to units.

Step 3

Place well-identified records in file folders:

  • Administrative records: title and range of dates
  • Student, patient, personnel records and clinician: surname and given name, identification number, and date of closure
 

Step 4

Place all file folders in boxes according to the standard classification plan.

 

Step 5

Temporarily number each box using a pencil or label.

 

Step 6

Write the following Archives address on each box, either in pencil or by affixing a label: 100 Marie-Curie, Room 012.

 

Step 7

You must submit a list of records being transferred in MS Excel format. Use the template 

 

Step 8

Send the list and indicate the total number of boxes that you plan on sending to Archives. Attach the unit classification plan that applies to the records being transferred.

Check the list.

  • Approve the transfer
  • Request corrections on the list if needed.

Step 9

 

Contact Transport Service to pick up the boxes

Step 10

 

Check the content of the boxes against the list and revise as necessary.

Step 11

 

Send the revised list to the unit.

Step 12

Use the revised list to initiate a request for records stored at the Archives.

 
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