From Jennifer.MacDonald at ufv.ca Fri Apr 16 08:36:16 2021 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Fri, 16 Apr 2021 15:36:16 +0000 Subject: [Records] Record Naming Abbreviations In-Reply-To: References: Message-ID: Hi everyone, Happy Friday! Attached you will find the updated records management guide on naming records using standard elements. It now includes a common abbreviation template designed to help you choose document type in a record name. Please reach out if you have questions. Training sessions are available on naming best practices. Jenn -- Jennifer MacDonald, MA, CRA Manager, Records & Information Secretariat | University of the Fraser Valley 33844 King Road Abbotsford, BC V2S7M8 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,6RvEbt0foV0w7kSzOTG_NI5vKbJ6t6xMCuNZ8hMlrHLNSU_oT4RjZV-mACuzleLxU1jvgy2fWWwg09seyUCKncdPaMLpunrH5sSbKlPiQMD2cpgIGM3ToLewFg0,&typo=1 Managing your e-mail inbox [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. Confidentiality Notice: This e-mail, including any attachments, may contain confidential or privileged information. If you are not the intended recipient, please notify the sender by e-mail and immediately delete this message and its contents. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 10246 bytes Desc: image001.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: RecordNamingConventionsGuide.pdf Type: application/pdf Size: 245912 bytes Desc: RecordNamingConventionsGuide.pdf URL: From Jennifer.MacDonald at ufv.ca Fri Apr 16 09:42:55 2021 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Fri, 16 Apr 2021 16:42:55 +0000 Subject: [Records] Record Keeping Guide for Committees and Working Groups Message-ID: Hi everyone, Attached you will find a new resource on record keeping for committees and working groups. Committees, regardless of their size or formality, are both common and essential to the decision-making of the university. The records constitute a valuable source documenting the history of the University. These guidelines are intended to assist committee Chairs and administrative staff supporting the Chair in the creation, management and disposition of the documents produced by university committees, and working groups. Please let me know if you have any questions. For questions about iCompass, please contact Marlene.Affleck at ufv.ca Jenn -- Jennifer MacDonald, MA, CRA Manager, Records & Information Secretariat | University of the Fraser Valley 33844 King Road Abbotsford, BC V2S7M8 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,AJFrIj1g1ZyOtHBX1fX1HxYmSKirxq6AAOqIbGUf_aty6UeebD6lsj5dte9nzTdE-_Nw3ZqcpDHioW4N30pknmvGYRRitggq1vn99PFuq9OM8q91MboOTHgiC9o,&typo=1 Managing your e-mail inbox [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. Confidentiality Notice: This e-mail, including any attachments, may contain confidential or privileged information. If you are not the intended recipient, please notify the sender by e-mail and immediately delete this message and its contents. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 10246 bytes Desc: image001.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: RecordKeepingCommitteeGuide.pdf Type: application/pdf Size: 183085 bytes Desc: RecordKeepingCommitteeGuide.pdf URL: From Karen.Power at ufv.ca Mon Apr 19 13:03:04 2021 From: Karen.Power at ufv.ca (Karen Power) Date: Mon, 19 Apr 2021 20:03:04 +0000 Subject: [Records] Record Keeping Guide for Committees and Working Groups In-Reply-To: References: Message-ID: Hi Jennifer, It appear that PROASST email group was not sent the email below. This group is the Faculty of Professional Studies Staff. Karen Power Assistant to the Dean Faculty of Professional Studies 604-851-6336 This email is for the viewing of the person(s) it was sent to only. Not for redistribution From: Records On Behalf Of Jennifer MacDonald Sent: April 16, 2021 9:43 AM To: records at lists.ufv.ca Cc: FACEASSIST ; Healthassists ; TRADESASST ; SCIENCEASST ; ARTSASST Subject: [Records] Record Keeping Guide for Committees and Working Groups Hi everyone, Attached you will find a new resource on record keeping for committees and working groups. Committees, regardless of their size or formality, are both common and essential to the decision-making of the university. The records constitute a valuable source documenting the history of the University. These guidelines are intended to assist committee Chairs and administrative staff supporting the Chair in the creation, management and disposition of the documents produced by university committees, and working groups. Please let me know if you have any questions. For questions about iCompass, please contact Marlene.Affleck at ufv.ca Jenn -- Jennifer MacDonald, MA, CRA Manager, Records & Information Secretariat | University of the Fraser Valley 33844 King Road Abbotsford, BC V2S7M8 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,haeRwAAcNOq79oiUX9vsal0-rtMUqyiaH1jWaZIHA8KtvwT9HS7ttdVn0VfqivlJpZq1oMecGJDGBONDjfvlTYGvOikhiltzr1L4RdR5NDaIiHbRikU,&typo=1 Managing your e-mail inbox [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. Confidentiality Notice: This e-mail, including any attachments, may contain confidential or privileged information. If you are not the intended recipient, please notify the sender by e-mail and immediately delete this message and its contents. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 5473 bytes Desc: image002.jpg URL: From Jennifer.MacDonald at ufv.ca Wed Apr 21 13:02:34 2021 From: Jennifer.MacDonald at ufv.ca (Jennifer MacDonald) Date: Wed, 21 Apr 2021 20:02:34 +0000 Subject: [Records] Record naming abbreviations Message-ID: Hi everyone, There have been a few questions regarding record naming abbreviations. Abbreviations should be used for naming the document type only. When we are too specific with the whole record name, it may become problematic for search and retrieval. UFVs record naming conventions have been updated to reflect abbreviations that are common document types only. For example, a common document type might be an invoice or a list, while a subject or activity of a record might be a project and does not need to be abbreviated. You will also see a few standard UFV committee acronyms. Please let me know if you have any questions. This guide can also be found on https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,jOfxLFRrtPocIsgU_tIoJEbuz4No4LayXJna8TFZdPxc21Cu1pqYbLcpr2jCRJnsKwMpDLoiZPYyMn0DeGU4OuYa1udmbSbX83e7rOfBUwmNEsCT2m6zx0B76bDuUw,,&typo=1 -- Jennifer MacDonald, MA, CRA Manager, Records & Information Secretariat | University of the Fraser Valley 33844 King Road Abbotsford, BC V2S7M8 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2f%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,o9MyHwgMcpcbYCItSSiPdzKAWDAJakDyaPuM2aJVUqVG72OpbFxDsyQGt-Jg9AT7yhMRks5AEhuAxzJ8EAciwW6McBLalumGGJXJ58FaP8TKbJ20brXFMm03whc,&typo=1 Managing your e-mail inbox [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. Confidentiality Notice: This e-mail, including any attachments, may contain confidential or privileged information. If you are not the intended recipient, please notify the sender by e-mail and immediately delete this message and its contents. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 10245 bytes Desc: image001.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: RecordNamingConventionsGuide.pdf Type: application/pdf Size: 244271 bytes Desc: RecordNamingConventionsGuide.pdf URL: