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LINKS AND RESOURCES

Below you will find resources created by the Records Management Program that provide guidance for how departments should organize, classify and manage their records from creation to final disposition. Questions about any of these resources should be directed to the Records Management Archivist.

GENERAL INFORMATION

What is Records Management?

Glossary of Archival Terms

Frequently Used Records Management Abbreviations

UNIVERSITY RECORDS CENTRE

WHAT IS THE UNIVERSITY RECORDS CENTRE?

 

TRANSFERRING PAPER RECORDS TO THE URC

  • Procedure for SFU departmental staff who want to transfer paper records to the URC.
  • Weblink: Transfer Paper Records

 

RETRIEVING PAPER RECORDS

  • Procedure for SFU departmental staff who want to retrieve records previously deposited to the URC.
  • Weblink: Retrieve Records

 

TRANSFERRING ELECTRONIC RECORDS TO THE ARCHIVES

  • Procedure for SFU departmental staff who want to transfer digital materials to the Archives.
  • Weblink: Transfer Digital Records

RETENTION AND DISPOSAL OF RECORDS

RECORDS RETENTION SCHEDULES AND DISPOSAL AUTHORITIES (RRSDAs)

  • Listing of RRSDAs by function, department, title and numvber.
  • Weblink: RRSDAs

 

RETENTION AND DISPOSAL CHEAT SHEET

 

OFFICIAL, TRANSITORY AND PERSONAL RECORDS: A GUIDELINE FOR SFU EMPLOYEES

  • This guideline provides detailed information to help SFU employees distinguish between official, transitory, and personal records; understand their obligation for managing official and transitory records; and understand when transitory records can be destroyed.
  • PDF: Official, Transitory and Personal Records

CLASSIFICATION AND ORGANIZATION OF RECORDS

RECORDS INVENTORY GUIDELINES

  • Guidance for departments wishing to undertake an inventory of their records.
  • PDF: Inventory Guidelines

 

MODEL FILE CLASSIFICATION PLAN

  • Model File Classification Plan that departments can use as a guide for developing their own file classification plan.
  • Weblink: Model File Classification Plan

 

SAMPLE FILE CLASSIFICATION PLAN

 

FILE MAINTENANCE TIPS

 

STANDARD NAMING CONVENTION FOR ELECTRONIC RECORDS

DIGITIZATION

DIGITIZATION OF ORIGINAL RECORDS

  • Guidance for SFU departments considering scanning original paper records for use in electronic form during the records' active and semi-active period.
  • PDF: Digitization of Original Records

DIGITAL RECORDS MANAGEMENT

EMAIL MANAGEMENT BEST PRACTICES

  • Guideline provides SFU employees with information that will help them organize, manage, retain, and dispose of their email in accordance with records management best practices.
  • PDF: Email Management Best Practices

 

ONEDRIVE BEST PRACTICE FOR SFU EMPLOYEES

  • This guideline provides SFU employees with resources to help organize, manage, retain, and dispose of the documents they store in their OneDrive accounts in accordance with records management best practices.
  • PDF: OneDrive Best Practices

 

MS TEAMS BEST PRACTICES FOR SFU EMPLOYEES

  • This guideline provides SFU employees with resources to help share, organize, manage, retain, and dispose of the information they create using MS Teams in accordance with records management best practices.
  • PDF: MS Teams Best Practices

RESOURCES FOR FACULTY

MANAGING GRADUATE STUDENT RECORDS

UNIVERSITY INFORMATION POLICIES