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PROCEDURE FOR RECORDS MANAGEMENT

  

  1. All units of the University shall establish records management procedures which support the Records Management policy. These procedures shall include retention and disposal schedules for the timely and orderly disposal of records and the appropriate preservation of archival records. An interim retention and disposal is included below as a guide to action pending the development of individual departmental schedules.
  2. No unit shall destroy records or permit their removal from the control of Memorial University except in accordance with a records retention and disposal schedule approved by the Records Office.
  3. Each unit shall transfer records to the Records Office to be retained permanently but which have no further operational usefulness to the unit.
  4. The Records Office shall maintain a central microfilming (or other electronic and micrographic image storage technology system) for records.

INTERIM RETENTION AND DISPOSAL SCHEDULE

Academic units throughout Memorial University regularly accumulate records that have little long-term administrative, legal and archival value to the University. In most instances, such records can be routinely disposed of by office staff within a year or two of their creation and/or receipt.

Such records often consist of a paper, file, or series of related files which (a) may be a duplication of an official copy maintained permanently elsewhere; (b) may be a document without any enduring value, e.g. form letters, acknowledgement of publications, invitations; and (c) may be a general file with no direct relation to the University, e.g. publishers' catalogues, organizational circulars.

To help staff in academic units to identify such disposable records in their offices, the following guidelines are suggested. These suggestions are of an interim nature for each academic unit of the University until each unit has drawn up a more comprehensive retention and disposal schedule for all of its active, semi-active and inactive records.

TYPES OF RECORDS

Correspondence

Routine housekeeping correspondence of transmitted letters, thank you notes, condolences, greetings, announcements, circulars and notices originating outside the academic unit - maximum recommended retention 1 year.

General inquiries, third class mailings and advertising letters - maximum recommended retention 1 year.

Confirmations, reservations, and telegrams, etc., for transportation and travel - maximum recommended retention 6 months to 1 year.

All other correspondence to be retained permanently until each unit has drawn up a more comprehensive retention and disposal schedule for all of its active, semi-active and inactive records. Those records no longer required for the operational needs of the unit will then be disposed of in accordance with its comprehensive retention and disposal schedule.

Minutes

For academic departments and offices, copies of the minutes of the Senate and the Faculty Council and their designated committees originating outside the academic unit - maximum recommended retention 1 to 2 years. The originals of minutes that are in the hands of various individuals are not to be destroyed but must be retained permanently in accordance with the retention and disposal schedule to be drawn up for each unit of the University.

Fiscal and Routine Business Records

Copies of Financial and Administrative Services forms relating to financial matters and purchase orders - maximum recommended retention 1 year.

Budget working papers - maximum recommended retention 2 years.

All other records to be retained permanently until each unit has drawn up a more comprehensive retention and disposal schedule for all of its active, semi-active and inactive records. Those records no longer required for the operational needs of the unit will then be disposed of in accordance with its comprehensive retention and disposal schedule.

Printed Matter

Printed and published material not related to the University's functions unless of particular interest to the unit concerned - maximum recommended retention 1 year.

Copies of employment advertisements and programmes circulated by other universities and colleges - maximum recommended retention 6 months to 1 year.

Rejected Employment Application Files

Maximum recommended retention 1 year.

Reports

Copies of annual reports and memoranda from various University administrative departments, institutions and organizations, unless of special interest to the academic unit - maximum recommended retention 1 year.

Copies of routine reports of other offices, institutions, or organizations, unless of special interest to the academic unit - maximum recommended retention 1 year.

All other records to be retained permanently until each unit has drawn up a more comprehensive retention and disposal schedule for all of its active, semi-active and inactive records. Those records no longer required for the operational needs of the unit will then be disposed of in accordance with its retention and disposal schedule.

Student Records (in the Possession of Individual Departments)

Examination booklets - maximum recommended retention 1 year. Copies of original examination forms should be retained and eventually transferred to the Records Office.

Class lists - maximum recommended retention 1 semester.

Departmental Grade Return Form - maximum recommended retention 1 year.

Change of Grade Form - maximum recommended retention 1 year.

Transfer Credit Evaluations - only documents not in the main student file in the Registrar's Office need to be retained.

All other records to be retained permanently until each unit has drawn up a more comprehensive retention and disposal schedule for all of its active, semi-active and inactive records. Those records no longer required for the operational needs of the unit will then be disposed of in accordance with its retention and disposal schedule.

 

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