Preview Workflow

Viewing: Records Management

Last approved: Fri, 24 Nov 2023 01:35:22 GMT

Last edit: Fri, 24 Nov 2023 01:35:20 GMT

 

Administrative
Records Management
520
June 27, 2018
June 27, 2018
November 2006
June 27, 2023
President
Vice President Academic & Applied Research
Operations Council
Library

Policy

Does this policy have procedures?
Yes

Procedures

References and Resources

 
Term Description
Active Records Records in constant use that need to be retained in the office close to users.
Archival Records College records of enduring historical value or permanent value. VCC’s Archival Records Policy describes the types of records included in the Archives.
Common Records Records that provide evidence of administration of functions or activities that are not unique to one particular management unit. Common records often share a similar style or format, but the content is different. In some cases, common records are copies of original records for which another unit manager holds the office of primary responsibility.
Confidential Records Records that contain information that for one or more reasons should only be disclosed to specific people or groups. Personal information (information about an identifiable individual) should be treated as confidential unless it is public information or unless there is consent for disclosure from the individual.
Inactive Records Records that have met all administrative, academic, fiscal and legal requirements and are no longer required for an activity.
Official College Records All records created or received by College employees in the course of their duties on behalf of the College and retained to meet business, legal, financial, legislative and other needs. For the purposes of implementing this policy, the definition of official college records excludes books and other published materials and copyrighted or copyrightable materials. Official college records may be in the form of paper, non-paper-based media such as microfilm, CD-ROM and audio or video tape and electronic media such as e-mail, word processing, spreadsheet and presentation documents, digital images of paper or microfilm stored in a records and document management system, databases and websites.
Primary Record The official copy of the record and is generally stored in a secure place in a senior administrative office area.
Record Information (in paper, audio, electronic, or other formats) created or received by employees and representatives of the College in the course of their work that must be retained to meet the ongoing operational, fiscal, historical and legal needs of the College. These records are the property of the College and subject to its overall control.
Records Management Program Activities such as implementing filing systems, establishing retention and disposal schedules, protecting vital records and preserving archival records. Records management policies and procedures, technologies, and other administrative controls applied to the records and information that employees use to support their business operations and processes, and that are required to protect legal interests and fulfil legislative obligations.
Records Retention Schedule Defined, specific time periods for keeping records in the office (the active phase), for maintaining records in storage (the semi-active phase), and determining their final disposition (destruction or indefinite archival preservation). The Records Retention Schedule is an inventory of VCC records identified by each department as essential to College operations.
Secondary Record A copy of the primary record and may be stored by departments for convenience for a period of time that meets their current access needs, but no longer.
Semi-Active Records Records that are no longer used or added to regularly but are still needed for occasional ready access.
Transitory Records Records that have no ongoing operational, informational, evidential or historical value and can be disposed of as soon as they are no longer needed.
Vital Records Records considered essential to the College’s continuing or resuming its operations in the event of a disaster. A record is vital when it would be required to resume or continue College business, supports the College’s legal or financial position or is made vital by regulation or statute.
VCC Policies Policy Number
Archives 521
Electronic Mail (Employees) 503
Freedom of Information and Protection of Privacy 501
Provide links to all supporting documents. These may include links to Appendices, Forms, Guidelines, Handbooks, Standards or other departmental or College resources that support the implementation of this policy and/or procedures.
Are there appendices for this policy?

 
Are there associated forms?

 
Are there supporting internal documents?

 

Rationale and Additional Information

Does this change require an implementation plan?
No

ADMINISTRATIVE INFORMATION

FOR ADMINISTRATIVE PURPOSES ONLY. DO NOT EDIT. These fields are not required for governance approval.

Category 1: College Operations

 
Information Management
Safety, Security, Risk & Privacy

Category 2: Employees

 

Category 3: Students

 

Show on Website?

Under review?

 
 
Key: 41