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Crisis Centre

Records Management Liaisons

If you are responsible for records management in your unit, you have come to the right place. This page is a hub for Records Management Liaisons to find answers and resources to start or continue systematic records management.

To help with the roll out of the Records Classification and Retention Schedule (RCRS), the Office of the University Secretary and General Counsel will be supporting units to perform an inventory and disposition of records. We are conducting a training program that consists of in-person classroom training and cumulative tasks that will lead to the completion of an inventory and disposition process.

We have established a training program consisting of three one-hour in-class modules.

Module 1: Introduction to Records Management

  • Learning Objective: Participants will learn the basics of records management, the records management policies/procedures at UOIT and how to use the RCRS to classify records.
  • Follow-up task: Complete a questionnaire on your unit’s record storage locations.
  • Slide Deck

Module 2: Record Inventory and Classification

  • Learning Objective: Participants will learn how to conduct an inventory of their record storage locations and classify their records. They will have the skills to identify which records are organized to determine retention and which will need to be reorganized.
  • Follow-up task: Inventory and classify each record storage location
  • Slide Deck

Module 3: Record Tracking and Disposition

  • Learning Objective: Participants will learn the process for record disposition, including calculating record eligibility, determining retention triggers, and implementing the Records Disposition Procedure.
  • Follow-up task: Determine what records are eligible for disposition.
  • Slide Deck

To schedule records management training for your unit, please contact RecordsManagement@uoit.ca

The best way to determine which records series your unit is responsible for is to complete the Records Management Training Program and to go through the inventory and disposition process.

The RCRS assigns a responsible unit to each records series. Your unit may have specific responsibility for certain records series. In addition there are common records series, with a responsible unit of Originating Unit or Originating Faculty. These are drawn from many functional sections of the RCRS, and any unit that creates these records is responsible for retaining them.

Visit the Records Classification and Retention Schedule page for more information. If you need help figuring out which records series you are responsible for, please contact RecordsManagement@uoit.ca.

The following templates, forms and spreadsheets are available to assist with the inventory, classification and disposition process:

If you wish to review the slide decks from the Records Management Training Program, they are available on the Training Program Tab of this page.

We have created guides for specific topics in records management, including scanning, dealing with electronic communications and collaboration tools, dealing with electronic records, retention of contracts, and committee minutes. To read these guides, please visit our Advice and Resources page.

Have a question? Please contact RecordsManagement@uoit.ca.