When records of archival value are no longer being actively used, University of Manitoba offices, faculties, departments and schools can arrange to transfer them to University of Manitoba Archives & Special Collections (Archives).
Records transferred to the Archives may still be retrieved by the creating office for as long as needed, and The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) continue to apply to the transferred records.
The following procedures are intended to cover University 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. The Archives selects a portion of these for long-term preservation as archival records.
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.
Arrangements for transfer of personal or non-University records to the Archives can be made by contacting the Archives directly.
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 the same time the records are scheduled for retention and disposal.
To arrange for scheduling of records or appraisal of records to be transferred, contact the University Records Manager and Archivist at: firstname.lastname@example.org
* Information may be found in Records Authority Schedules