Records management is the systematic control of records from creation to final disposition (destruction or archiving of records).  Systematic control is necessary for gaining efficient access to requested information, controlling paperwork proliferation, maintaining historical records and providing documentation of compliance with government legislation. 

Records management proceeds with:

• The Records Analyst consulting with each faculty/department/unit that holds records.  The purpose of these consultations will be to identify record groupings and to determine retention periods and final dispositions for each record groups.
• The Records Analyst prepares a formal Records Authority Schedule for each record group, incorporating the retention period and final disposition.
• The schedules are submitted to the FIPPA Review Committee for approval.
• The schedules, once approved, are returned to their originating department to be used as guides for the initiation and maintenance of systematic records management.

A completed and signed Records Authority Schedule becomes a permanent document which provides the department with University authority for the retention or destruction of these records.  A schedule may be reviewed and revised if changes are needed.

Records management helps to fulfill the principles of FIPPA and PHIA by facilitating a response to requests and applications for records under these two Acts.  The Records Authority Schedule is a critical element of the records management program at the University.

Instructions for Records Destruction 

Records Management Manual

The Directory of University of Manitoba Records was prepared for inclusion in the FIPPA Handbook for Educational Bodies by the Access & Privacy Coordinator's Office.  Beginning in 1999, a self-directed inventory of University records was accomplished by sending out a Records Survey and Questionnaire to all administrative and academic units.  This survey was used to identify the types of records held, their function, organization, disposition, contents and identification of Personal Information Banks (PIB).  A copy of the FIPPA Handbook for Educational Bodies (March 2000) is available in the Elizabeth Dafoe Library.