From Jennifer.MacDonald at ufv.ca Wed Oct 21 15:19:57 2020 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Wed, 21 Oct 2020 22:19:57 +0000 Subject: [Records] RIM Check In & Clean-Up Day Event! In-Reply-To: References: Message-ID: <6E7C3172-E274-436A-845F-095ADBDFD794@ufv.ca> Hi everyone, I hope you?re doing well. It has been one year of developing records management practices at UFV! I?m writing to check in on your department progress for applying the transitory rule and implementing record naming conventions. A friendly reminder, the following resources are available on the Secretariat website: * Transitory record schedule and executive records schedule * Record naming conventions * Managing e-mail, chat, and text as records * Remote work guidelines * Records management guidelines for faculty At this time, only transitory records should be destroyed. All records outside the scope of transitory should be preserved until a formal records retention schedule is in place. Click here to learn why. If you have non-transitory records in storage that are set for destruction, it is key to retrieve them (when safe!) or request for a destruction date change to reflect UFV?s new practices. Please circulate this message to your department. A goal of Fall 2021 has been established to begin building university wide retention schedules. As part of this work, it is essential all UFV departments engage in cleaning up transitory records. Transitory Clean Up Day Event As part of the ongoing work for cleaning up UFV?s records, RIM will be supporting ?Transitory Clean Up Day? to provide practical guidance needed to review department files, identify transitory records that have reached the end of their retention period as specified in the University?s Transitory Records Schedule and destroy them. It can also be used to properly apply record naming conventions. Organize a (virtual) records clean-up day! Click here learn more about the clean-up activity. Starting Nov 1, I will be available pre & post activity to provide guidance and via MS Teams for the initial part of the activity. It is important that all employees who create and/or store records are engaged in this exercise, not only the department record steward. Discuss with your department supervisor and e-mail Jennifer.macdonald at ufv.ca once your department has planned a date for the activity. From there, more resources and instructions will be shared. I encourage all departments to engage in this activity in the fall 2020 semester if possible! -- Jennifer MacDonald Manager, Records & Information Secretariat University of the Fraser Valley 33844 King Road Abbotsford, BC V2S7M8 c. 604 751 5297 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,SkT20UqwuuatRD_AU28SNNu_qSukGmRc9far6lMvnp7qa4FcuIhDr2sLiSRotzrQqcAkRHv-aQGCkBufxPK4rl7xjl_l9Co8Fbuyr1j5&typo=1 Managing your e-mail inbox [Image removed by sender. A picture containing graphical user interface Description automatically generated] Long before Canada was formed, the St?:l? (people of the river) occupied the land on which UFV is located. They spoke Halq'em?ylem, also known as the upriver dialect. UFV recognizes and honours the contribution that Aboriginal people have made ? and continue to make ? to our community. -------------- next part -------------- An HTML attachment was scrubbed... URL: