Transfer of University Records to Archives & Special Collections
When business records of the University that have been identified to have archival value are no longer being actively used, University of Manitoba offices, faculties, departments and schools can arrange to transfer them to the University of Manitoba Archives & Special Collections or the Faculty of Health Sciences Archives.
If you are unsure whether a record has archival value, please refer to the Common Records Schedule for retention requirements.
Records transferred to the Archives may still be retrieved by the creating office for as long as needed, and the access and privacy provisions in The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) continue to apply to the transferred records. In order to ensure speedy retrieval of any materials transferred to the archives, you must retain a copy of all approved Requisition to Transfer Records (RTR) forms which include the RTR number and Accession number.
Records Subject to Transfer to Archives
The following procedures are intended to cover University business records.
University records are all records; regardless of format or medium– created, received, used or maintained by officers and employees in the course of their duties on behalf of the University. Records transferred to the Archives are those records identified by the Archives as having long-term legal, operational, or historical use. Routine administrative records, such as personnel records, department-level financial records, student files, and transitory records should not be transferred to the archives. Appraisal of records for archival value should be conducted by the Archives prior to transfer of records, preferably at same time records are scheduled for retention and disposal. Many Archival Records series have been identified on the Common Records Schedule.
To arrange for scheduling of records or appraisal of records to be transferred, contact the Records Manager at: email@example.com. Personal records and records that are created or acquired by faculty members pursuant to their individual responsibilities for teaching or research should not be transferred under these procedures. To determine which faculty member records Archives would be interested in, please refer to the University Professor Donor Guidelines on the Archives website. Arrangements for transfer of personal or non-University records to the Archives can be made by contacting the Archives directly.
Procedures for Transferring Records
Last Updated: October 25, 2017
All documents referenced on this webpage are available in alternate formats, upon request. Please contact us at firstname.lastname@example.org, or 204-474-7559.