Using a risk-informed approach, the team can assist campus units in reaching and maintaining compliance with University recordkeeping policy and provide strategies that make record organization and retention easier and more comfortable.
Working together under UBC Policy #117, UBC Okanagan and Vancouver records management professionals develop policy and procedure around key topics like digitization and preservation of digital records. Other resources include training, guidelines, and active Records Management Communities of Practice on both campuses.
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, climate-controlled space for the deposit of records. The Team provides active management of records in custody, including
- Advice on classification and retention.
- Inventory control of records to the box level
- Monitoring of disposition dates
- Secure shredding services
In a partnership with Central Mail and Receiving, the Records Storage Program may also be able to provide pick up and delivery service of your boxes
Digital Readiness Projects
Records Management professionals are available to 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