Records management at RRU

Royal Roads faculty and staff can receive support for records management from the Records Office.

Records management refers to the way Royal Roads efficiently and systematically controls recorded information the university produces.

Said another way, the Records Office guides the way Royal Roads creates, uses, maintains, stores, retrieves, and disposes of all types of recorded information.

Records management support

The Records Office supports Royal Roads staff and faculty in the skillful management of records.

We can help:

  • clarify the meaning of institutional policies regarding the retention and disposition of records
  • provide strategies for the clean-up of legacy records
  • facilitate the timely retrieval of records by establishing procedures, new folder structures, and naming conventions

The Records Office doesn't carry out the hands-on work of managing files, but we collaborate with departments to devise strategies and apply best practices to help them manage their records.

Getting started with records management

Get started with our records management guide.

You'll learn to:

  • protect and organize your records
  • distinguish official from unofficial records
  • look up retention periods (time limits) for official records and find out how to destroy them appropriately

The guide also includes the classification scheme for Royal Roads' official records. The classification scheme lists broad categories of records we create at RRU and gives examples of the types of records in each category. In addition, the classification scheme assigns time limits on how long we are required to keep each kind of record.

Records Management policy and procedures

Records management at Royal Roads University is governed by the Records Management Policy and the Records Management Operation Procedures.

Both are informed by provincial and federal legislation, primarily the Freedom of Information and Privacy Protection Act.

Contact your manager or the Records Office before initiating actions that impact the accessibility or availability of records.

Examples of actions that impact the availability of records include:

  • rearranging an existing file structure on a shared drive
  • deciding to change storage systems, like moving files to Sharepoint
  • deleting records