The Records Management Team supports campus units in meeting best practice in the care of their departmental records.

The Records Storage Program has resumed reduced services and will consider storage requests on a case-by-case basis. 

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.

 

The UBC Records Management Office maintains:

RETENTION SCHEDULES  POLICIES AND GUIDELINES Training Modules

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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

More information

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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

More information

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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. 

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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.

More coming soon.

Contact Us

For Records Storage Requests:

Stephanie Plumb, LSA-Records
Phone: 250 807-9824
stephanie.plumb@ubc.ca

For Retention Advice and Digital Readiness Project Requests:

Paige Hohmann, Archivist
Phone: 250 807 9716
paige.hohmann@ubc.ca