The UBC Records Management Office maintains:
RETENTION SCHEDULES POLICIES AND GUIDELINES Training Modules
Using a risk-informed approach, we can assist campus units in reaching and maintaining compliance with University record-keeping policy and provide strategies that make record organization and retention easier and more comfortable.
Working together under UBC Policy GA4, UBC Okanagan and Vancouver records management professionals develop policy and procedure around key topics like digitization and preservation of digital records.
RECORDS STORAGE PROGRAM
The Records Management Team at UBC Okanagan can provide a storage solution for inactive University records. The Library’s vault, situated in the lower level of the Commons, provides secure space for confidential records. Services include:
- Consultation on classification and retention
- Inventory control of records to the box level
- Monitoring of disposition dates
- Secure shredding services
DIGITAL READINESS PROJECTS
The Records Management team at UBC Okanagan can assess and provide advice on improvements to the management of electronic records in departmental shared drives. Using standardized classification and functional folder structures, this process can result in the development of customized documentation that supports:
- Clear naming conventions
- Filing and disposition rules
- Security profiles
DIGITAL TRANSFER TOOL
The UBC Move-It tool allows our campus communities to securely “bag and ship” electronic records from their local drives to digital storage. UBC Move-It applies the Library of Congress BagIt Specification, which ensures that nothing is lost and the contents are accounted for automatically. Digital documents are “wrapped” in layers of metadata that make it more durable, and more accessible, over time.
More coming soon.
COMMUNITY OF PRACTICE
A Community of Practice is a group of people who share a common concern or interest in a given topic. The Records Management Community of Practice group has reciprocal flows of information between units and records management support, aiming to share best practices and generate new knowledge collaboratively. The discussion is informal and functions as a “focus group” to learn how the community sees meetings as fitting in with their record-keeping needs.
News and Events
A 3-part professional workshop series to help office administrators build order, trustworthiness, and compliance into their recordkeeping practices.
Fall semester is approaching rapidly, and with full campus resumption an expectation, now is a good time to catch up on your Records Management housekeeping! Learn more
Are you unsure if it’s time to destroy your financial records? Do you need somewhere to store your records until they reach their retention? Is your tiny paper shredder overwhelmed by the volume of records that need to be destroyed? The Okanagan Records Management Program can help!
Feedback required for new record retention schedules.
If you are an office administrator or someone with a keen awareness of your unit-specific records and functions, then you are invited to leave your feedback on the schedules geared towards your work and knowledge-base.
Do you have questions about the organization and retention of your files? UBC Okanagan Records Management Community of Practice is holding bi-monthly meetings in a Zoom room near you!
For Digital Readiness Projects, Retention and Classification Advice, and Community of Practice:
Michael Stewart, Records Manager
Phone: 250 807 8598
For Records Storage Requests:
Records Management Assistant
Phone: 250 807-9251
For Archival Records Inquiries:
Paige Hohmann, Archivist
Phone: 250 807 9716