From Jennifer.MacDonald at ufv.ca Wed Jul 8 13:18:26 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Wed, 8 Jul 2020 20:18:26 +0000 Subject: [Records] UFV's New Record Naming Conventions Message-ID: <82E366EAD99DD546A8ED531805B5DF338E33FA57@EMPIRE.ad.ufv.ca> Hi everyone, I hope your summer is off to a great start! UFV now has a standard record naming convention protocol in place. Record naming conventions are standard labels applied to records that follow a consistent and logical sequence. Naming conventions contain elements that allow users to describe content within a record in order to support business continuity. How will naming conventions help me in my day-to-day work? Record naming conventions are key to maintaining well-organized electronic drive structures. Naming conventions ensure records are easily distinguished one from another, records are easy to browse, and less time is spent on information retrieval. Naming conventions also support document version control. How can I seek support in adopting this new protocol? The first step in adopting record naming conventions is making time to clean up transitory records. Transitory records can clog shared record keeping systems and make it difficult to identify and label valuable information. Start by continuously vetting records for transitory status using UFV?s transitory record schedule and destroy them as necessary. Please click here to view the protocol. All departments and employees are encouraged to adopt UFV's record naming conventions for labelling records. Consistency is key when applying naming conventions across department electronic drives. Please reach out if you have any questions regarding RIM. As a record steward for your area, please share this new resource with others in your department, including faculty. Best, Jenn Jennifer MacDonald RIM Manager UFV Secretariat c. 604 751 5297 -------------- next part -------------- An HTML attachment was scrubbed... URL: From Jennifer.MacDonald at ufv.ca Thu Jul 9 14:56:17 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Thu, 9 Jul 2020 21:56:17 +0000 Subject: [Records] Optional records management e-Q&A Message-ID: <82E366EAD99DD546A8ED531805B5DF338E34288C@EMPIRE.ad.ufv.ca> Hi everyone, I hope you're all doing well and enjoying summer. We are now approaching almost one year of developing records and information management at UFV. I appreciate the work everyone has done to engage in training sessions and pass along information to colleagues. Each of you play a key role in moving RIM forward at UFV as the subject matter experts and records liaison for your area. As of today, UFV employees have been provided with an official transitory record schedule and record naming conventions. I hope you and your department can find some time over the summer to continue to vet physical and e-records for transitory status and begin to make room for the valuable records we need to uncover as a University. I will be holding two e-Q&A sessions in August and September. Please e-mail me directly (Jennifer.macdonald at ufv.ca) to RSVP to the following: Tues, Aug 18 @ 10AM Thurs, Sept 3 @ 2PM I ask that you consult with colleagues in your area to determine any issues/questions your department may have and submit questions in advance. Of course, if you cannot attend during these times, you can always reach out by e-mail or phone. Please stay tuned for more resources and a few record related events! If you have not submitted the physical records access questionnaire, please do so. The intention of the questionnaire is to determine how your department manages access to physical records only. The data collected will inform a new process for securing physical records on campus. The questionnaire should be filled out in consultation with all employees in your unit (and supervisor). Best, Jenn Jennifer MacDonald Manager, RIM Secretariat c. 604 751 5297 -------------- next part -------------- An HTML attachment was scrubbed... URL: From Jennifer.MacDonald at ufv.ca Mon Jul 13 10:05:53 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Mon, 13 Jul 2020 17:05:53 +0000 Subject: [Records] UFV's New Record Naming Conventions In-Reply-To: <82E366EAD99DD546A8ED531805B5DF338E33FA57@EMPIRE.ad.ufv.ca> References: <82E366EAD99DD546A8ED531805B5DF338E33FA57@EMPIRE.ad.ufv.ca> Message-ID: Updated link https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ufv.ca%2fsecretariat%2frecords-management%2frim-tips-and-training%2frecord-naming-conventions%2f&c=E,1,N5LXIZdubFMW1o0imnR0XLn1hzvsrD48HKu6p4qeldvVPM8jWueBmI4AKznXQ4bPs5_JSG49ihdly4HmwshDxnU-dhE_ZYMeOcPfZKsr0g78&typo=1 Please circulate to your department. Thank you. Jenn From: Jennifer MacDonald Date: Wednesday, July 8, 2020 at 1:18 PM To: "records at ufv.ca" Subject: UFV's New Record Naming Conventions Hi everyone, I hope your summer is off to a great start! UFV now has a standard record naming convention protocol in place. Record naming conventions are standard labels applied to records that follow a consistent and logical sequence. Naming conventions contain elements that allow users to describe content within a record in order to support business continuity. How will naming conventions help me in my day-to-day work? Record naming conventions are key to maintaining well-organized electronic drive structures. Naming conventions ensure records are easily distinguished one from another, records are easy to browse, and less time is spent on information retrieval. Naming conventions also support document version control. How can I seek support in adopting this new protocol? The first step in adopting record naming conventions is making time to clean up transitory records. Transitory records can clog shared record keeping systems and make it difficult to identify and label valuable information. Start by continuously vetting records for transitory status using UFV?s transitory record schedule and destroy them as necessary. Please click here to view the protocol. All departments and employees are encouraged to adopt UFV's record naming conventions for labelling records. Consistency is key when applying naming conventions across department electronic drives. Please reach out if you have any questions regarding RIM. As a record steward for your area, please share this new resource with others in your department, including faculty. Best, Jenn Jennifer MacDonald RIM Manager UFV Secretariat c. 604 751 5297 -------------- next part -------------- An HTML attachment was scrubbed... URL: From ITS.communications at ufv.ca Tue Jul 28 10:45:11 2020 From: ITS.communications at ufv.ca (IT Services communications) Date: Tue, 28 Jul 2020 17:45:11 +0000 Subject: [Records] IT Services: Information Notice - UFV Mailing List Procedure Change Message-ID: <64AEABC115D2F643B09D9DFB3D8547DAD2CFB9CA@EMPIRE.ad.ufv.ca> UFV ITS Notification Information Bulletin UFV Mailing List Procedure Change (Listserv/https://linkprotect.cudasvc.com/url?a=https%3a%2f%2flists.ufv.ca&c=E,1,j1dKFQ6Lp8LdMXnS1qyZ8aJ6oTetrXGWTZWWZWW3ac6cSUgS6TcUitvgxiZ8sd7-h3LxW359aH5CYVhzuYMApFL4BGdWh6j2-RD4zRCbKzm9EoMHn5xZHdab6A,,&typo=1) [cid:image001.png at 01D5AB43.241C2340] August 06, 2020 What do I need to know? IT Services will be making a change to the UFV mailing list server that will change the way mailing list members send an email to a UFV mailing group (UFV Listserv). The suffix of the mailing list will change from @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fufv.ca&c=E,1,5VoT5pZlPJF9IWad2wQyGzO9lLYut9UqHOoJJ0N6aKCb4hjrvG87fsQ2xUWBZuo5N7NKdoaIuBrQDAaNOnO41WLVPZ_5xBQVaq8DhrZ1K6QtvTJF2Bc,&typo=1 to @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2flists.ufv.ca&c=E,1,3i3NaT5HLO-MZCdNVgrPzZzrOb5gafcP-kUME9cdQ8g1PycYuwDoh2VAojpEFJaaaVIFp7m89UfQEBkFJnfMbndgqGZ47qYsTw0SsXxts4ITiE_chY-ckbg,&typo=1 beginning Wednesday, August 12th at 7:00am. When will this occur? Wednesday, August 12th 7:00am Who is impacted? All current list moderators and subscribed listserv members. What do I need to do? Members of a UFV Listserv: to send an email to your listserv you will now enter @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2flists.ufv.ca&c=E,1,c5tq9w1WjRuaVHB3YnFkX8kHRc0AyTtYwqvdntizKHMLnxDTRCfJO4-G2FcSL8lJit91PTEnI1qiAtAd3uV3UVa7pCXfEUNUbW2Akx0fKik8rNBHu6gUm2iw_Q,,&typo=1 into the TO field when composing an email. List Moderators: please change any web links that reference the @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fufv.ca&c=E,1,YXFnncg6NHZikaK6BXW-IcW36LjXaBf4sKx4CjdZn8KDPJoPzfxo0Ythubl8QeZK1XdV-vtuANltu7oyVyWEL6PGSsLf7kjDHl9o_sY7&typo=1 to @lists.ufv.ca. Additional information for list moderators: If you maintain a UFV listserv which has subscribed members who only have @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fufv.ca&c=E,1,3rEIrtppa2mVxtL_wJIa_IfvLMxw1E3yTLPwp2BsKRqGfxd1aD_7fMSicYj4pOwfaRWa5sypLXycogPs1_FNoXuUX0Yp3BtWFvpofD7ZARxmVgeCIlCcAg,,&typo=1 email addresses you have the option of migrating to a UFV Distribution Group and keep your @https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fufv.ca&c=E,1,JtiVv8555phIljhsr5btmfMWbx0cKx5Htlz52LDk9LVW2JCi-AoW0CEl_DBSOLxdMbtsy9cBkeRzHrUsYzoin5tTQO9tYYDGnS5mMV4x94aUcE_L8gNPf3g,&typo=1 unchanged. Please contact IT Service Desk below for more information. Still need more info? If you have any questions, please contact the IT Service Desk at itservicedesk at ufv.ca or call us on local 4610 or 604-864-4610. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 25238 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.png Type: image/png Size: 19469 bytes Desc: image003.png URL: