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University Records Management Committee

Chair: Chris Halonen, University Records Manager

The University Records Management Committee is advisory to the Secretary of the University, who acts as chief records officer, and the Cheif Information Officer, who is responsible for the integrity, reliability, and security of the university’s institutional information systems and information technology infrastructure.

Terms of Reference

  • To advise the Secretary of the University and the Cheif Information Officer on the policies and procedures governing the creation, use, storage, retention, and disposition of university records
  • To advise the Secretary of the University and the Cheif Information Officer on retention and disposition schedules authorizing either the destruction of university records after an approved period or permanent retention for records deemed to have enduring evidential, fiscal, or historical value
  • To review the development, implementation, and maintenance of the university’s records management program
  • To submit an annual report to the  Secretary of the University and the Chief Information Officer delineating the activities of the records management program over the past year

The University Records Management Committee is not responsible for the day-to-day activities of the records management program or for compliance with records management policies and procedures.

Membership

  • University Records Manager (Chair)
  • Chief Information Officer or delegate
  • Head, Special Collections (Library) or delegate
  • Director, Institutional Analysis & Planning or delegate
  • Freedom of Information & Privacy Co-ordinator
  • The following members appointed by the Secretary of the University and the Chief Information Officer:
    • At least 1 senior staff from either the Office of the Registrar or the Graduate Studies Office
    • At least 1 senior staff from a major academic support division, such as Human Resources, Finance, or the Office of Research
    • At least 1 senior staff or faculty member from a Faculty
  • Additional members may be appointed from time to time at the discretion of the Secretary of the University and the Chief Information Officer.

Endorsed by Executive Council, November 11, 2009