University of Manitoba - Office of Fair Practices and Legal Affairs - Access and Privacy - Records Management
Records Management

Records Management

Records management is the discipline of governing the creation, storage, use, preservation and disposal of records in order to:

  • Document the activities and transactions of the University
  • Enhance accountability
  • Meet business, fiscal and legal requirements
  • Support program and service delivery
  • Support access to information and the protection of privacy rights

Good Records Management Practices:

Improve Efficiency by enabling the speedy retrieval of the information you need, when you neet it.
Enhance Accountability by providing evidence of the transactions of the entity.
Enhance Customer Service by ensuring accuracy of information and appropriate access controls.
Reduce Costs through identification of the retention and disposition requirements of records.
Preserves Corporate Memory by properly retaining and managing institutional memory through record assets.

University Records

University records are all records – regardless of format or medium – created, received, used or maintained by officers and employees of the University in the course of their duties on behalf of the University. Records may include paper documents, emails, microfilm, photographs, audio tapes, correspondence and data in electronic systems.

University records do not include personal records, or records created and acquired by faculty or staff as part of their teaching or research work.

Records Management Includes

  • Policies that outline responsibilities, requirements and that support the development of good practice.
  • Schedules that outline the classification and retention of records.
  • Guidelines that enhance the understanding and use of policies and schedules.
  • Training programs to foster understanding and best practice.

Records Management at the University of Manitoba

Policies and supporting procedures can be found here.

Click here to view our Guidelines and Resources.

The University is currently transitionaing towards a Functional Classification approach to records classification and scheduling.

The University's Records Management Program consists of two types of retention schedules:

  • Common Records Schedules: For the commonly created and held administrative records of the University.
  • Operational Records Schedules: For records created pertaining to centralized and specific functions (currently under development).

Training initiatives are currently under development.

Want More Information?

Contact the Access and Privacy Office by phone, email, or mail. You can also contact us to schedule an appointment to meet in-person.

Access and Privacy Office
233 Elizabeth Dafoe Library
University of Manitoba
Winnipeg, Manitoba
R3T 2N2

Phone: (204) 474-7559


All documents referenced on this page are available in alternate formats, upon request.  Please contact us at, or 204-474-7559.


Last Updated: January 10, 2020

The University of Manitoba Common Records Schedule is now available online.