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RECMGMT-L  March 2011, Week 1

RECMGMT-L March 2011, Week 1

Subject:

Re: Many questions...

From:

sasha babin <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 7 Mar 2011 18:27:06 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (48 lines)

Hello Meaghan,
 
I think I saw almost all of these questions before and think you can find answers for most of them in the Archives.
 
Briefly, but I think you will check my answers also:
:
--- On Mon, 3/7/11, Buchanan, Meaghan <[log in to unmask]> wrote:



1.        Financial aid records.  Our financial aid officer is not sure how long to keep her records-things like scholarship, grant, loan information, and so on.  I've done some searching, and in other Canadian universities they seem to be part of the student's file, but they aren't here.
- If your College lend the money, of course, college will keep the information about payments and interest received, it is also important for Financial reports of your College. You are right that the same documents are also part of student's file.

2.       Course evaluations, syllabi, blank exams, etc.  We've got 2 different things to worry about.  We are a University College, which in our case means that we have degree programs (the University) and certificates/diplomas (the College), as well as the in-class portion of some the provinces' apprenticeship programs.   In Manitoba, Universities and Colleges are regulated differently, and when you add in the apprenticeship programs....no wonder I'm confused!  I know that, in the past, when we were a full-blown College, course information such as curriculum, syllabi, etc. were supposed to be kept-not always enforced though.  Universities, I am pretty sure, don't usually keep full course curricula, but I've heard of some that keep just the syllabi.  I guess I'm looking for "best practises" here.

3.       Senate/Board of Governors sub-committee minutes.  We already keep minutes from the Senate, Board of Governors, and our Council of Elders (since this is a primarily Aboriginal institution in a largely Aboriginal area).  But I'm curious about how other universities deal with the sub-committees of these groups-like Curriculum Committees, etc.  Especially since there are 15-20 copies of each set of minutes floating around-which copy would be the "Official Copy Of Record", so to speak?
 
- It could be good idea to declare somebody as "official Records Keeper"- check who is responsible for creating all these Bodies, check your org chart and decide who is who.
You have already mentioned some of them and their Secretariats could be the Officials, all other members receive the "copies" as members. Next step could be establishing the policy / procedure that clearly declare who is who and you will see result - after few years all members will start to clean their offices with hope that Official Records Keeper has the original.

4.       Do any other institutions have "Institutional Research" offices?  Ours deals with various internal research areas, in addition to things like staff surveys, and so on.  I have absolutely NO clue how to deal with these records.
 
-Researches - Statistics -Public Opinions - Grants -Ethical Issues - does it ring bell for you?
May be you can look at this office from these points of view.
Also, check who is who - Does this office coordinate work of departments, Staff, students, and responsible for Final Product - or it is only another administrative assistant to???

5.       Eventually, I'll move on from just focus sing on certain key departments to encompass the entire University.  Does anybody else get records from, for example, the Security office (especially if it's a contracted company) or the custodial/building maintenance department?
 
Security office - I think there strong regulations regarding public safety on the campus, and it does not matter who is responsible - College staff or outsourcing staff- check how long they keep their rote books, accident report, video recordings - issue related to privacy.
When you are talking about Security, check the issues that I think The College does not pass to outside company - related to Access to buildings, Access to computer systems, codes, passwords. How do you keep and control access to the same student files - personal, financial, staff files - are they secured?

- Maintenance - rules and regulations, preventative maintenance, emergency repairs - warranty issues, Material management - suppliers, warranty. Vandalism on college property is another issue??? Maintenance of equipment - until end of the life of that equipment - warranty, repairs. Janitorial issues -the same air circulations pipes - when they were last time cleaned - what chemicals were used - possible health hazards issues, and ...
 
Good luck, 
 
You have very interesting tasks to do.
 
Alex Babin,
[log in to unmask]
 
 



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