AURC inactive storage

 Teams should regularly assess which records they actively require and which can be moved to inactive storage in the AU Record Centre (AURC), using our current draft AU Retention Schedules. 

Not sure if you have records that can be moved to the AURC? Contact us!

WHY DO WE NEED TO DO THIS?

Effective records and information management ensures that vital records are reliable for decision making, trustworthy as evidence, and easily accessible to University staff. It also allows the University to fulfil its obligation to comply with Federal and Provincial legislation, to protect privacy and, and to uphold the principles of integrity, transparency, and accountability as a public institution.

Moving your records into inactive storage when they’ve hit their active retention allows us to ensure records are being properly managed and also allows you to better manage your physical space. Free up those filing cabinets!

HOW DO I KNOW IF MY TEAM HAS RECORDS THAT SHOULD BE IN THE AURC?

Use the current draft AU Retention Schedules to determine if your paper records have reached their active retention period. If you are unsure of how to use them or if it still unclear, please reach out to Heather McPherson, Records and Information Management Coordinator.

 MY TEAM HAS RECORDS TO GO IN THE AURC. WHAT DO WE DO NOW?

1. Once you’ve identified the records to go to inactive storage, you will need to box the records, grouping them by similar record series (EX. All invoices together, or all Minutes/Agendas together).You can use the Inactive Storage Checklist to ensure you are properly boxing your records.
2. Print one of our Box Labels, fill it out, and tape it to the box. Please number each box, and describe each record series within (EX. “Committee A Minutes”, “Committee B Minutes”)
3. You will then fill in the Inactive Storage Transfer Form, detailing each box and the records contained within each. Please ensure to include a contact person.
4. Send the completed Transfer Form to Heather McPherson (RIM Coordinator).
5. We will arrange a time for you to bring your boxes to AURC on the second floor of the ARC Building (room 2002).

CAN I STILL ACCESS THE RECORDS WHEN THEY’RE IN THE AURC?

Yes, if given at least 72 hours notice, we can arrange to have the records temporarily removed from the AURC. They must be returned within a reasonable time frame.

 HOW LONG DO THE RECORDS STAY IN THE AURC?

They will remain until they have reached the end of their inactive retention period. This varies depending on the record’s function and can be found in the AU Retention Schedules. Once they have reached the end of their inactive retention period, we will contact you to request approval for final disposition (either transfer to the Archives for permanent retention, or secure shredding).