From Jennifer.MacDonald at ufv.ca Tue May 12 13:11:02 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Tue, 12 May 2020 20:11:02 +0000 Subject: [Records] Transitory Records Training Message-ID: <82E366EAD99DD546A8ED531805B5DF338E2846EF@EMPIRE.ad.ufv.ca> Hi everyone, I hope you're doing well. I'm writing to confirm completion of transitory records training. If you have been identified as a record steward by your supervisor and have not completed the first phase of RIM training (transitory records), please e-mail me (Jennifer.macdonald at ufv.ca) I will be in touch soon for the next phase of resources, file naming conventions. In the meantime, please refer to the Secretariat website for guidelines on identifying transitory records, e-mail management, and managing records while working remotely. Best, Jenn Jennifer MacDonald Manager, Records and Information Management Secretariat | UFV -------------- next part -------------- An HTML attachment was scrubbed... URL: From Jennifer.MacDonald at ufv.ca Fri May 15 14:01:09 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Fri, 15 May 2020 21:01:09 +0000 Subject: [Records] Access Questionnaire for On-Campus Records Message-ID: <82E366EAD99DD546A8ED531805B5DF338E28D794@EMPIRE.ad.ufv.ca> Hello everyone, I hope this e-mail finds you well. As part of building a records management program at UFV, the Secretariat is working closely with Risk and Safety to evaluate access practices to physical records on campus. Our intention is to review physical access to hard copy records at all sites to ensure employees, contractors, and external visitors are supported in understanding access and security provisions through standardized protocols. The attached questionnaire is intended to be completed and submitted to me by designated record stewards. Record stewards should seek input from a department supervisor (manager/head/dean/director, etc.) when filling out the form, as your department likely holds different levels of records. In some cases, it may be necessary to seek feedback from all staff in your department in scenarios where decentralized pockets of physical records exist. Please complete and submit directly to Jennifer.macdonald at ufv.ca by Mon, June 1 if possible. Thank-you and please reach out if you have questions. Jennifer MacDonald Manager, RIM Secretariat UFV -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: RIM_SecurityQuestionnaire_Final.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 48960 bytes Desc: RIM_SecurityQuestionnaire_Final.docx URL: From Jennifer.MacDonald at ufv.ca Tue May 19 13:37:32 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Tue, 19 May 2020 20:37:32 +0000 Subject: [Records] Physical Access Questionnaire Clarifications Message-ID: <82E366EAD99DD546A8ED531805B5DF338E2A7958@EMPIRE.ad.ufv.ca> Hello everyone, There have been a few inquiries about the physical access questionnaire circulated last week. I will provide detail below so all departments can benefit from clarification: The questionnaire is intended to be filled out by record stewards with support from a department supervisor as different levels of security and access may be required for physical records. However, the questionnaire should be completed from the perspective of all department records, rather than only records under the record stewards control. This may require input from all department staff if physical records exist in decentralized areas or individual offices. For example, do staff keep physical records in desks, is there a locked department cabinet, are department records stored outside the office area (i.e. Chilliwack storage), does your department have different levels of access requirements for physical records, does your department share access with other units outside your area or within your area, etc. This questionnaire should cover department level administrative and operational records, School administrative and operational records (for academic units), and individual staff and faculty UFV records within each department (examples can be found here 'non-transitory records') depending on how your area is organized. For academic departments, this does not include teaching materials (lecture notes, assignments), however, it does include exams, for example. If faculty, staff, and departments keep UFV physical records in offices or storage rooms, please indicate this on the form and provide detail on access and security practices. Academic records could include: accreditation records, syllabi, course descriptions and outlines, course requests and proposals, grading schemes and grade reporting and correspondence, program review records, exams, records relating to the implementation and administration of programs to improve student learning, course design, use of technology and student assessment. Records may also include reports, guides, and correspondence if they document a university decision, evidence or an action, or relationship. It is likely many of these examples would exist in electronic format. This questionnaire is specific to physical records. Please do not include access practices to electronic records. Thank you for your time and please reach out if you have any questions. Jenn MacDonald RIM Manager Secretariat | UFV -------------- next part -------------- An HTML attachment was scrubbed... URL: