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<p class="MsoNormal">Hi everyone,<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">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 <a href="https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ufv.ca%2fsecretariat%2frecords-management%2f&c=E,1,2Sz2uT3NvzJGZwhTXId6OV4xHcAgtNuXDimbHxlUu6YRHtBmSEIMTLC5_-RErQuW9G1KKbBebKTMIj-ProhnSYgZMaMBIY5lkKD52HEE5RzIv2qPLA,,&typo=1">
Secretariat website</a>:<o:p></o:p></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo3">Transitory record schedule and executive records schedule<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo3">Record naming conventions<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo3">Managing e-mail, chat, and text as records<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo3">Remote work guidelines
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo3">Records management guidelines for faculty<o:p></o:p></li></ul>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">At this time, only transitory records should be destroyed. <b>
All records outside the scope of transitory should be preserved until a formal records retention schedule is in place.
<a href="https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ufv.ca%2fsecretariat%2frecords-management%2forganize-a-records-clean-up-day%2f&c=E,1,S8M0yKsB-R9W_Jv9ClSu9m7XgH0EeFR4Oiauo8rqFs8zdw0X4P57RXxeZyl1dW--ZgLYM4vLMbhV-xEZI4QMr8ph_7J5UQzy12f5LrkskI5jHw,,&typo=1">
Click here to learn why</a>. </b>If you have <b><u>non-transitory records</u></b> 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.
<b>Please circulate this message to your department.</b><o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><b>Transitory Clean Up Day Event</b><o:p></o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><b>Organize a (virtual) records clean-up day!</b><o:p></o:p></p>
<p class="MsoNormal"><a href="https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ufv.ca%2fsecretariat%2frecords-management%2forganize-a-records-clean-up-day%2f&c=E,1,BrI4DXpWSqdUfXaXoK7t8Vk48dRS4Smp-WB0V3AgkzSG7VQk8OoXVWisTFn6QspVrlHVvqDQkDs8dJ-mXMIpGccm4DOl1D1PKzR8ejmX_ns5lUJjFTvBjtWx&typo=1">Click here</a> 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
<b><a href="mailto:Jennifer.macdonald@ufv.ca">Jennifer.macdonald@ufv.ca</a></b> 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!<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:11.0pt">--</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Jennifer MacDonald</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Manager, Records & Information
<br>
Secretariat<br>
University of the Fraser Valley<br>
33844 King Road<br>
Abbotsford, BC V2S7M8</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">c. 604 751 5297</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black"><a href="https://linkprotect.cudasvc.com/url?a=http%3a%2f%2fwww.ufv.ca%2fsecretariat&c=E,1,jfQzupwDxWIORNn9HLndd5-UEKFh4hyLdbH_IvrhFHRkSJQv8gciDUSPgg3VSqaXXYqBjzbXlULqVnUjZpZphLPO6xlMhy8HfX_2J4LgplFi7uZGD0NI9kv7vs45&typo=1"><span style="color:black">www.ufv.ca/secretariat</span></a> </span><o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:#548235"><a href="https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.ufv.ca%2fsecretariat%2frecords-management%2frim-tips-and-training%2fmanaging-e-mail-records%2f&c=E,1,7HS86r8tDt3JP2fn4uPetLRLFEqHu70XarIr7q2PR87xhnpflFjCOKzu2_GfrEfXvPc07OsnVuSFvbuL8XC8isa8VKEB0jwoXYKVYlm3cuKzcWj94-qg3cMv&typo=1"><span style="color:#548235">Managing your e-mail inbox</span></a></span></b><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;color:#548235"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:#70AD47;border:solid windowtext 1.0pt;padding:0cm"><img border="0" width="234" height="45" style="width:2.4375in;height:.4687in" id="Picture_x0020_1" src="cid:~WRD0002.jpg" alt="Image removed by sender. A picture containing graphical user interface
Description automatically generated"></span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:#548235"> </span><o:p></o:p></p>
<p class="MsoNormal" style="background:white"><i><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#222222">Long before Canada was formed, the Stó:lō (people of the river) occupied the land on which UFV is located.</span></i><o:p></o:p></p>
<p class="MsoNormal" style="background:white"><i><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#222222">They spoke Halq'eméylem, also known as the upriver dialect. UFV recognizes and honours the contribution</span></i><o:p></o:p></p>
<p class="MsoNormal" style="background:white"><i><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#222222">that Aboriginal people have made — and continue to make — to our community.</span></i><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
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