Procedures
Information Management (IM) Fundamentals & Key Concepts
RECORDS are defined as any recorded information that is created, received and maintained by the college in the transaction of business, in pursuance of legal obligations, or in the conduct of day-to-day activities and kept as evidence of such.
RECORDS MANAGEMENT is defined as the application of systematic and scientific control to recorded information required in the operation of the college's business, standardizing access to complete information through common classification and indexing methods and ensuring the preservation of records in accordance with regulatory and operational business requirements.
DOCUMENT MANAGEMENT is defined as a method to facilitate the sharing, content and version control of electronic documents and files.
THE LIFECYCLE OF A RECORD is defined as the distinct phases of a record's existence, from creation to final disposition.
RECORDS RETENTION is the process of determining how long the college needs to keep its records, taking into account the operational business needs, legal and/or regulatory requirements. A records retention schedule provides an approved list of records series indicating, for each series, the length of time and format(s) in which records are to be retained and their associated disposition process at the end of their lifecycle. Disposition processes include not only destruction but also the selection and protection of historical records for the college archival program.
CLASSIFICATION PRINCIPLES are the first steps in building a records retention schedule and includes the overall classification and grouping of the college's records. This foundation can be separated into three areas: business functions, records series and document types.
Interim IM Policy and Procedures Manual
Records Classification Structure and Retention Schedule
Information Management Presentation - February 2009