Gaining entrance to, making contact with, being exposed to, or using something such as Reocrds that contain Personal Information or Personal Health Information.
An order to cease destruction and preserve all Records, regardless of form, related to an ongoing Access to Information request under The Freedom of Information and Protection of Privacy Act (FIPPA).
The viewing or copying of a Record held in the custody or under the control of a public body or trustee.
A body or grouping of records registered as a unit for the purposes of physical and administrative control. Accessions are typically used to describe and control groupings of record transferred to the archives of the University of Manitoba (Archives & Special Collections or Faculty of Health Sciences Archives).
An identifying number assigned to the group of records by the archives. Format is AYYYY-###.
Records that are currently in use and need to be retained in the office space close to users.
Records that are common to all offices and distinct from operational records. For example, all offices must order office supplies, manage staff, maintain the workplace, but most offices would also have a unique operational function or mandate. The prime function of a university faculty is to pursue and disseminate knowledge (or to research and teach), the prime function of a doctor's office is to provide health care and support to patients. There is a blurring between operational and administrative offices in the case of centralized offices that provide administrative support throughout an institution, such as centralized financial services or human resources office, where their administrative records are also their operational records.
Records that were initially created and stored on electronic media.
An order to cease destruction and preserve all Records, regardless of form, related to a business project or activity that takes priority over regular Record's disposition requirements. Examples include, but are not limited to, a Hold on Records currently required for an internal or external audit; temporary Holds on retention timeframes to evaluate legislative or regulatory changes in requirements; Records related to a project or event that has had a significant time change or extension.
The process of identifying records or information in accordance with a predetermined filing or security system.
Information that is proprietary of the University and/or to persons associated with the University; that has not been authorized for release by the President or the President's duly designated representatives; and that falls into two general categories: Corporate Inforamtion, which may include Personal Information; and Personal Information, which includes Personal Health Information.
Individual facts or values that are not useful until they are interpreted/analyzed or preserved in a context that allows their informational value to be used.
The process involved in converting an analogue item into a digital item. For example, a black and white photograph can be scanned and saved in a variety of file formats (.jpeg, .tiff, .pdf), textual records can be photographed or scanned and saved as image or textual files.
The date at the end of the Record's retention period when the Record becomes eligible for its final action. This could include destruction or permanent retention.
A Metadata element set used to describe web resources.
The electronic content management system primarily designed to assist an organization in managing its Recorded Information concerning its record-keeping practices from inception to disposition of Records. The system includes a means to demonstrate that procedures are in place to maintain the integrity and the authenticity of electronic Records. Also sometimes known as an Electronic Data and Records Management System (EDRMS).
The process of transforming information or data using an algorithm to make it unreadable. It is unscrambled or translated by the use of a key by authorized users.
See Vital Records
A descriptive tool, usually created by the archives, used in order to describe the nature of and/or history of a records creator, including a file list of the records, enabling physical and intellectual control over the records.
A logical and set group of documents treated and used as a unit that is unique, logical organization of records, which provides evidence of a transaction, case, subject or business matter.
A list used to describe, locate, record the classification(s) of and retrieve files.
The action taken when records become inactive under the existing records retention schedule. Final disposition includes:1)Transfer of records to the proper archival institution; 2)Destruction of the records in an approved and secure manner.
The activities or purposes for which an organization or department is intended to execute.
The records classification process that organizes records based on the functions they are used to execute, rather than the content, creators, medium or subject of the records.
The act of anticipating the future and ensuring that an item does not become obsolete. For records, this involves selecting file format, hardware and software that are likely to be accessible well into the future.
To copy or capture a Record that can be used to generate an intelligible reproduction of that Record.
A program established to scan or image paper Records into an Electronic Records Management System or repository. The Program encompasses the procedures, actions and software required to establish an image repository that is reliable and authentic.
See Semi-Active Records
The process of establishing access points to facilitate retrieval of records or information or both.
The creation of tools such as classification and retention schedules, security classifications, catalogues, finding aids or other guides that provide understanding about the records, their creators and their content that enables the identification of relevant materials to the research or issue at hand. It is tied to physical control, which allows you to then locate the physical record for use.
An order to cease destruction and preserve all Records, regardless of form, related to the nature or subject of litigation that may be reasonably anticipated.
The stages in the life span of Records that includes, but is not limited to, its planning, creation and organization; the receipt and capture of the data; the retrieval, processing, dissemination and distribution of data; its storage, maintenance and protection; the archival preservation or destruction.
Data about data elements, including, but not limited to, data descriptions; and data about data ownership, access paths, access rights and data volatility, describing Records, record systems, documents or data.
The process of transferring electronic records or data across hardware and software configuration to ensure ongoing access to the information while preserving the integrity of the records and data.
The office with the primary responsibility for a business function of the institution, and as such has the master or official records created in the execution of that function.
The ability to physically locate and retrieve a described record, using finding aids and/or other essential information about the records.
The source of instruction and reference for the personnel responsible for creating, preparing, processing, storing and disposing of Records.
The history of the custody and ownership of a Record.
A Record of information in any form, including information that is written, photographed, recorded or stored in any manner, on any storage medium, or by any means, including by graphic, electronic or mechanical means, in the custody or under the control of the University of Manitoba.
See Records Management
The professional practice or discipline of controlling records within an organization throughout their Life Cycle. It includes classifying, scheduling, storing, retrieving, tracking, transferring and destroying Records. Also frequently referred to as RIM or Records Information Management.
A schedule outlining the prescribed classification codes and retention time frames that govern the Life Cycle of the Records.
A group of records filed together that results from or relates to the same function or activity.
The full length of time a Record is retained, both active and semi-active use, prior to its fiinal Disposition.
A category assigned to information, data and Records that outlines its status in a security system and proscribes the appropriate level of protection and access required for the Records.
Records that are still rquired for occassional use, but that do not need to be retained in the immediate office space. Semi-Active Records may have fiscal, audit or legal purposes which require retention after active use has ceased. Also referred to as Inactive Records.
The original Record containing information or data entered into an ERMS.
Records which are required for a limited time to complete a routine action, are used in the preparation of a subsequent Record, or are retained as information or convenience copies by offices or individuals who do not have primary responsiblity for them. Transitory Records will have no further value or usefulness beyond an immediate transaction; or will only be required for a short time after a transaction, until they are made obsolete by an updated version of a Record or by a subsequent transaction, or decision. Transitory Records can be created in any media.
A digital repository for Records and data that has demonstrated a capability to ensure the long term preservation and access to digital objects. A TDR goes far beyond hardward and software requirements involved in ingesting content, maintaining and preserving the content and making it available to researchers. A certified TDR begins with a host institution adopting a mission to provide reliable, long term access to a set of digital objects, and structuring their organization around that mission. Staffing, policies and procedures and financial stability must be accounted for as part of the project. A certified TDR must pass a rigorous certification and audit process.
A University staff member who has been appointed to represent their office or unit in matters relating to FIPPA, PHIA and Records Management.
The extent to which a record can be located, used, understood and interpreted. Useable records should be complete and accurate and directly linked to the activity that produced it. A record's useability should be considered from its point of creation onwards. This involves ensuring proper classification, effective naming conventions, accurate dating of documents, decisions and actions, and most of all, ensuring that all relevant records are included in the file.
Records that are essential to the continued operations of the institution in the event of an emergency. This includes Records documenting the legal, financial and functional responsibilities of the institution, Records documenting the essential staff required to address emergency situations, as well as Records required to re-establish or document the legal rights and responsibilities of the organization or institution.
A component of a file. Some projects or Records may require multiple volumes to fully document the activity.
Rough notes, drafts, research materials and notes created in the preparation of other records. Working materials generally are classified as transitory records upon the completion of the final document. Even if they are transitory, working materials may require retention in the event of an Access to Information request or due to legal action.
Issued: November 2014