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University Records Management Office / 2025 / February / 06 / Records Management training and best practices

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Records Management training and best practices

By Liz on February 6, 2025

One of the responses we received frequently on our 2024 survey was about training. Some people wanted to know what they should do with a colleague’s records when they leave, others said they weren’t exactly sure how to best name files, a couple wanted some guidance on how to send files through email properly. Luckily, those are topics we included on our Records Management 101 and Records Management Advanced training videos series, and I will go over what each of them cover.

We recommend enrolling on the Canvas courses, watching these as part of the onboarding when you start a recordkeeping position, and revisiting them when you are leaving as part of the offboarding process. They are always available for consult whenever you need. 

Records Management 101

The first Canvas module is on Policy and Responsibility. It covers what University records are, who owns them, it talks about the records life-cycle, and reviews Board of Governor’s Policy GA4, which governs records management at the University. The first module has to be taken so the other modules can be accessed, but the other modules can be taken in any order afterwards. Records Management 101 can be taken by itself.

­­­The second Canvas module is on Managing Email. It explains how emails fit in the Records Management record-keeping responsibilities, discusses email silos and their issues, and teaches you how to recognize different types of email and how each of them are managed.

The third module is Document Naming Conventions. It details the usefulness of correctly named documents, how to do it properly, what elements should make up a file name and how revision control works.

The last module of Records Management 101 covers Classification and Retention Schedules. This will introduce Records Classification and Retention Schedules, guide you on how they function and how you should use them, and how to identify symbols and acronyms associated with Retention Schedules.

Records Management Advanced

This is the continuation of Records Management 101. As part of training, this should not be taken by itself, but following RM101. However, this course can also be consulted any time. The first module is Sending Records to Off-Site Storage, and it goes over the important of managed off-site storage of University records to secure and make sure records aren’t forgotten, and how to send and recall records from off-site storage.

The second module is Managing Shared Drives. It explains the concept of information governance and how crucial documentation is on shared systems. It also shows how to properly organize a shared drive to facilitate access and disposition, and teaches importance of management to reduce risks and costs.

The third module is Putting It All Together. It goes over how to start improving recordkeeping practices today, reviews the importance of governance, describes what steps you should take to implement a managed recordkeeping system, and exemplifies some of the things the Records management Office can do for your unit.

Lastly, the final module is Archival Records. It teaches the difference between regular and archival records, how to recognize the disposition of regular vs. archival records, and how and when to send records to the University Archives.

 

We hope this brief training overview was helpful. If you encounter any problems, please contact us.

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