Frequently Asked Questions

To request records pick-up or delivery, or to inquire about any aspect of Records Management, please contact us.

After you contact us we will work with you to determine which records management services your unit may require. We will likely set up a convenient time for us to visit your office and discuss how we can be of service.  A records survey may be recommended as the next step in the process.

A records survey is an inventory of the type of records that your unit creates and receives in the course of carrying out business. Vital and archival records are identified, as well as routine records and information that is not necessary. This service is free of charge.

The Records Management Office will advise your unit on which records to keep and what to dispose of after the records survey is completed according to University Records Schedules.

Records Retention Schedules constitutes an official policy for records and information retention and disposal according to Legislation, University policy, and business need. The schedules provides instructions for what to do with records (and non – records material) throughout their life cycle.

Some of the benefits of a records schedule include:

1. Records are maintained appropriately
2. Records are destroyed, retained, or archived as required by the University. This takes pressure off administrators and reduces costs
3. Clear office space and equipment by reducing in office retention of records
4. Identification of vital records
5. Identification of records that are of permanent value to the university

For more information, visit our Records Retention Schedules guide.

The Records Management Office will help you to develop a classification scheme system for easier record finding and keeping.

A Classification Scheme is a system in which your unit decides the naming convention and organizational principles of your record keeping system. This is a cooperative effort involving the Records Management Office and staff members of your unit.

1. The Records Management Office is interested in standardizing records keeping procedures and how units, manage, store, and retain their records.
2. The Archives serves as the institution's corporate memory by identifying, preserving, and making available for use the University's permanently valuable records, including textual, photographic, and audio-visual materials.

The units work cooperatively to ensure University records are retained and managed appropriately, and that records of enduring value are identified and retained permanently.

The Records Management Office will help identify any records of archival value during the records survey. Once these are identified the Archives office will visit your unit to review the records, and schedule a transfer of the records to the University Archives. Please refer to the Archival Records guide for more information.

Archives staff will work with your unit to find the most efficient way to move boxes - please contact the University Archives directly.

1. A vital record is a document that will enable the University to continue its business operational functions. Vital records include things like pension, payroll, student transcripts, and other records with vital information that the University could not operate without
2. A non-vital record is those that support a unit’s operations and satisfies its responsibility, and can be destroyed or replaced by other sources. Records in this category can include billing, annual, monthly and/or quarterly reports

Units can order bankers boxes with the Records Management Office by emailing their requests to records.management@ubc.ca.