Introduction to the 

Inconsistencies in department record storage decisions can lead to problems with confidentiality, privacy, and access for different members in a unit. Likewise, inconsistent use of multiple record storage areas leads to improper retention and disposition of university information. 

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University Administrative Records and AI

If used sensibly and ethically, generative artificial intelligence has great potential to improve processes at 杏吧原创. Using AI responsibly in public institutions will soon require adherence to provincial regulations on cyber security.

In November 2024, royal assent was given to the Strengthening Cyber Security and Building Trust in the Public Sector act. Also known as Bill 194, this act will affect how AI can be used in Ontario universities, including how AI will affect record and data creation, collection, and use.

In advance of these regulations and development of any new AI policies and procedures for administrative work at 杏吧原创, staff and departments should keep the following in mind when considering AI use with official university records:

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Spring Cleaning and Off Boarding  

Records management can be challenging to fit into your daily work, especially deleting transitory and past-retention records. CU-CRA recommends that work units schedule an annual records clean-up in order to tackle this often-overwhelming work. Spring can be the perfect time to schedule this: after the school year has wound down, and before most staff start to take their summer annual leave time.

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When is an Archive NOT an Archive? 

Is there a folder in your departmental network drive or MS Teams site labelled 鈥淎rchive鈥�, 鈥淗istorical鈥�, or 鈥淟ibrary鈥�? There are valuable characteristics of actual archives and libraries that are lacking in most digital workspaces and repositories. So, what makes a digital archive different from a typical shared drive? The practice of archiving primarily consists of the following three values:

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To Digitize or Not to Digitize?

Digitization (aka 鈥渟canning鈥�) is frequently brought up as a method to secure paper records in an office, however this process, and managing digital records in general, still requires careful consideration of risks and needs, much like their paper counterparts.

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When it comes to effectively managing official records, proper organization based on a record鈥檚 retention period (as outlined in the 杏吧原创 University Retention Schedule) will do most of the work for you. For example: If a retention period for a particular record type states that it must be disposed of 7 years after the end of the current fiscal year, then sorting your records in folders by their fiscal year means that you can clear out all of these expired records in a single action.

Similarly, records with a retention period based around a project鈥檚 closing date should be stored together, ideally with the closed date somewhere in the project鈥檚 top-level folder (once it is closed). This way, when it is time to transfer or delete a project, you can be sure that all relevant content is contained in a single location.

To zoom out  further on this concept, a broad-to-narrow folder structure based on the top-level functions of your business unit is a valuable way to sort a centralized records repository (such as a shared network drive). This way, record types do not exist in multiple locations, which could lead to misplaced or mismanaged business information. The 杏吧原创 University Retention Schedule鈥檚 top 11 categories (Administration, Finance, HR, etc.) is a great starting point for dividing your work in this manner.

To learn more about organizing official records to minimize risk and enhance office effectiveness, check out the Advanced Records Management Toolkit, which focuses on these concepts and much more!

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Regardless of format, all official records needed to be managed according to the rules outlined in the 杏吧原创 University Retention Schedule. This includes paper and digital records, and even important emails. When you receive an email containing valuable information that does not exist in any other format, be sure to save it and store it alongside any related information, such as in a project folder within a shared network drive.

One of the reasons why emails are such useful, insightful records is that they highlight a progression of work, where an idea gradually evolves. For this reason, you should make sure that all relevant discussion has concluded prior to saving the final email that captures all of the content. Be sure to save all attached information from this conversation thread alongside the email as well.

An email鈥檚 original file format (.eml, .msg, etc.) typically opens directly from the email application where it was received from, which is not ideal for a record that needs to be unchanged for the sake of the preservation of information. For this reason,  we recommend saving an email as a .pdf file, by navigating to 鈥淔ile鈥�, then 鈥淧rint鈥�, and then selecting 鈥淢icrosoft Print to PDF鈥� as your printer (if you are using outlook on a PC Computer). Saving as a pdf preserves the formatting of an email as it appears in your email application.

To learn more about managing email records and other important administrative tasks, check out the Records Management for Departmental Administrators Toolkit, which focuses on these concepts and much more!

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It鈥檚 spring cleaning time!

The best way to keep on top of working documents and version control is to regularly schedule time to go through and delete redundant, obsolete, and transitory records (ROT). ROT can accumulate on network drives and in email inboxes, and makes it difficult to find things when necessary.

If left unchecked for too long ROT can be overwhelming to tackle; it’s much easier to keep on top of the accumulation as it happens. Depending on the nature of your work, you can schedule ROT deletion at the end of a project (if your work is project-based), or at specific times of the year (if your work is cyclical in nature).

Brush up on understanding records ROT by checking out the RM Toolkit for New Employees or our tip sheets.

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Corporate Records and Archives is celebrating 杏吧原创鈥檚 first Records Management (RM) Month! Over the month of May we鈥檒l be highlighting RM tips and best practices and launching 7 Records Management Toolkits, available through Brightspace. The toolkits contain videos, tip sheets, and guides all designed to highlight best practices in handling official records in every department across campus. The RM Toolkits are designed to assist staff with little experience in department records management all the way to seasoned pros.

Toolkits cover the following topics:

1. RM for New Employees
2. RM for Department Administrators
3. RM for Committees
4. RM for Unit Heads
5. RM Off-Boarding
6. Functional Analysis and Organization
7. Digitization of University Records

More information on each kit is available is available here or log into Brightspace and search for Records Management Toolkits in the Discover tool.

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Consult before you toss!

With the continued return to campus, offices are cleaning out their filing cabinets and shared drives, because let鈥檚 face it 鈥� it鈥檚 been a while!  But before you toss or delete, here are some helpful tips to keep in mind:

• Official records of the university, paper or electronic, must be retained and disposed of according to the 杏吧原创 University Retention Schedule. If you don鈥檛 find your records in the schedule, contact Corporate Records and Archives department for guidance.
• Records that contain private, confidential, or sensitive information must be securely shredded. If you have questions about managing records with private information, contact the university鈥檚 Privacy Office.
• Records being prepared for shredding must be set aside in a locked shredding bin for pick-up or stored in a secure location where they will not be confused for regular recycling.
• Both paper and electronic records that have permanent value may be transferred to Corporate Records and Archives for preservation. Contact us for guidance on transferring materials.
• Looking for more records management guidance? Check out Corporate Records and Archives鈥� RM Toolkits and Tip Sheets. \

If you have any questions, don鈥檛 hesitate to reach out to Corporate Records and Archives.  We can answer any of your questions, or refer you to one of our Records Management Services.

Happy Cleaning!

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