Records Management

WHAT IS A RECORD ?

A record is all information recorded on a medium (paper, hard disk, network drive, email, etc.) produced or received by Concordia University within the framework of its operation.

WHAT IS RECORDS MANAGEMENT?

Records Management is a standardized, structured and effective process used to organize and control all documents (digital and hard copy) from its initial creation to its final disposition.

WHY RECORDS MANAGEMENT?

Records Management is an essential function:

  • To support University administration: Staff, finance, departments general management...
  • To protect University assets: Research, trademarks, patents, copyright material, real estate…
  • To comply with legal requirements: Contracts, litigation, inquiries, protection of personal information, Loi sur les archives...
  • To preserve University history: University founding institutions, Board of Governor and Senate, Faculties evolution, memorable events …

WHAT ARE THE OBJECTIVES OF THE RECORDS MANAGEMENT PROGRAM?

  • Control the volume of records regardless of the format - paper, electronic, e-mail, etc
  • Set a standard method for organizing records across Concordia University
  • Provide guidelines for records retention and destruction
  • Comply with existing legislation and reduce overall legal risk
  • Identify essential documents for resuming operations and to be aware of confidentiality levels for certain documents
  • Reduce retention costs (electronic or hard copy records)

WHAT ARE THE RESPONSIBILITIES OF ALL EMPLOYEES OF THE UNIVERSITY?

  • Each employee must apply the Records Management Program to its own files. Therefore, all Records must be organized and processed according to the Records Classification and Retention Plan
  • Comply with the Records Management Policy and the Records Management Program
  • Implement and maintain the existing Records Management Program
  • Consult the Records Management Department before choosing new Records management equipment or material and
  • Submit to the Records Management Department any information relevant to the addition to or updating of the Records Management Program.