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Implementing the Records Classification and Retention Schedule for the first time

This page will help you apply the new Records Management policy instruments in your unit. That includes the Records Classification and Retention Schedule (RCRS) and Records Disposition Procedures.

It will help you:

  • Identify the locations you store paper records. 
  • Classify records according to the RCRS. 
  • Figure out if any are eligible for disposition.
  • Complete disposition while following the Records Disposition Procedures.

This guide deals with disposition of paper records. Retention and disposition on electronic systems may not be possible right away. For more information on dealing with electronic records, see: 

  • Electronic communication and collaboration tools 
  • Organizing shared drives for retention.

Or contact recordsmanagement@uoit.ca

Records Management Questionnaire

We have created a questionnaire to identify record storage locations throughout the university. To complete the questionnaire, you will need information on:

  • The types of records.
  • Volume of records
  • Storage equipment (including filing cabinets, boxes, or open shelves with file folders or binders)
  • Empty space available

In each location, including offices, storage rooms or common areas. Consider all locations containing records.

Complete the Records Management Questionnaire for each storage location. You will use the information you submit to complete an Inventory and Classification Sheet.

Inventory and Classification Sheet

You have identified your storage locations. The Inventory and Classification sheet will be used to collect the date ranges and volumes of each type of record. Then you will classify each type according to the RCRS. Please view the Guide to Completing the Inventory and Classification Sheet for more information. Then return here for step three.

Reorganize records

You have identified and classified all your records. You've also identified any files that contain multiple records series.

Some examples of files containing multiple records series are: 

  • Policy development files that contain final versions of policies, 
  • Project files that contain deliverables with a longer retention 
  • Communications project files containing both drafts and a finished product.
  • Student files that contain discipline records. 

You will need to reorganize these files before disposition. If that is not possible now, reorganize all new files created. Update back files at a later date if necessary. 

For more information on organizing records, see: How to organize records for retention.

Determine Record Eligibility

You've identified, classified and reorganized your records. Now you will determine which records are eligible.

For more information on determining Record eligibility, see: Are my records eligible?

Disposition Authorization Form

Complete a disposition authorization form, then get the necessary review and approvals before arranging for disposition. 

For more information, please see Destroying and Disposition of University Records.

Assess the remaining records

After you've disposed of records, update the Inventory and Classification form. Remove any records you've disposed of. Assess your records holdings and your available storage space.

  • Do you have enough space for your records?
  • Given current and expected volumes will you have enough space next year?
  • Should any inactive records be moved to another location?
  • Did you identify any record types during disposition that may need to be added to the RCRS?
If so fill out section E of the Disposition Authorization Form.

Proof of disposition

Make sure Section D of the disposition authorization form is complete. That section confirms disposition was done. The Office of the University Secretary will retain the proof of disposition.

Please forward the following to RecordsManagement@uoit.ca for retention:

  • Completed Disposition Authorization Form
  • Supplementary list of records (if applicable)
  • Certificate of Destruction
  • Transfer Receipt