Records Management

Everyone at the university has a role to play in records management because we all create and use records every day. When you think of records you may think of files or boxes full of paper, but records management applies to information created or stored digitally, too. That includes documents, spreadsheets, email and databases. The goal of records management is to make sure that when we need records to do our jobs or comply with laws, we still have them and can find them easily.

The Office of the University Secretary and General Counsel provides advice and training to make sure that records are kept as long as necessary and no longer. We have developed a Records Management Policy and other tools for maintaining records.

The Records Classification and Retention Schedule (RCRS) is the main tool. It categorizes and describes all the types of University Records used at the university. The RCRS provides answers to questions like:

• How long to keep records?
• What office is responsible for each type of record?
• Who authorizes the retention period?
• What laws or policies affect records?

If you have questions about how long to keep your records, please visit the RCRS page for more information.

If you are responsible for records management in your area, or you are a Records Management Liaison, please visit the Records Management Liaisons page.

If you want to learn more about specific topics in records management, including scanning, dealing with electronic communications and collaboration tools, dealing with electronic records, retention of contracts, and committee minutes, please visit our Advice and Resources page.

Please contact recordsmanagement@ontariotechu.ca