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Athabasca University

Institutional Records Management Program Elements

Records Storage

Records storage is provided in the Athabasca University Records Centre (AURC) for records that are no longer actively used by departments. The records are stored in a secure and environmentally controlled area until their final disposition, at which time departments are notified and the records are either confidentially destroyed or sent to the Archives for use by researchers.

Assistance to Departments

Assistance to departments is provided to develop well-ordered active filing techniques so that departments have better access to their records and spend less time organizing records for transfer to storage. Retrieval of records stored in Athabasca University Records Centre (AURC) is also provided to departments in a timely and efficient manner and all supplies and service costs are covered at this time through the Institutional Records Management Program.

Policies and Procedures

Policies and procedures provide staff and stakeholders with information about the creation, storage and disposition of all University records, regardless of format. Managing records effectively is an important task for all members of the University and the use of standardized policies and procedures ensures that resources are not wasted in duplicate efforts to maintain and locate important records.

Retention and Disposition Schedules

Retention and disposition schedules provide staff with the means to determine how long active records should be kept in offices, when records should be transferred to the Athabasca University Records Centre (AURC), and what the final disposition of the records will be, either destruction or transfer to the Archives. Retention and disposition is determined by legislative, fiscal and operational regulations and through consultation with departments and is documented in the Athabasca University Classification and Retention Schedule (AUCRS).

Functional Classification of Records

A functional classification of University records organizes records based on business functions and activities rather than on subjects or business units. The advantage of a functional classification vs. a business or subject classification is that functions across the University do not change whereas business units are frequently altered and subject classifications are difficult to apply consistently because users often apply different subject terms for the same records. A functional classification is more stable and requires less revision which means that staff will not have to spend valuable time re-learning classification rules as a result of multiple changes to Athabasca University Classification and Retention Schedule (AUCRS).

Athabasca University Classification and Retention Schedule (AUCRS)

The Functional Classification of Records and the List of Retention Schedules together constitute the Athabasca University Classification and Retention Schedule (AUCRS). AUCRS contains information relating to records retention and disposition, personal information banks, records classification and vital records, as well as legislative and University record-keeping requirements. AUCRS is updated continually to reflect changes in legislation and in Athabasca University policies and departmental procedures. AUCRS is currently under review and re-development. If you need assistance identifying records for retention and/or disposition, please contact Karen Langley, Manager of Institutional Records.

Updated January 27 2014 by Student & Academic Services

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