[Records] Physical Access Questionnaire Clarifications

[Jennifer MacDonald]

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'<https://www.ufv.ca/secretariat/records-management/transitory-records-schedule/>) 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
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