91³Ô¹ÏºÚÁÏÍø

What is a Record? 

Record(s) (also known as University Records): A record of information in any form and includes notes, images, audiovisual recording, auditory recordings, x-rays, books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records.

Electronic Record: A record that exists at the time a request is made or that is routinely generated by a public body that can be any combination of texts, graphics, data, audio, pictorial or other information represented in a digital form that is created, maintained, archived, retrieved or distributed by a computer system. (Access to Information Act A-1.4 2024 s.1(f)) 

What is not a University Record?

• Research Records (these are subject to the 91³Ô¹ÏºÚÁÏÍø Research Policy and its associated Procedures), 
• Personal Communications of individual faculty, staff and students; or
• Records placed in the University Archives by or on behalf of a person or organization other than the University

Official and Transitory Records

Official Records 

• Document and provide evidence of business transactions. 
• Contain information that has ongoing business value. 
• Are required to support business operations. 
• Are required by legislation. 
• Provide evidence of compliance with accountability or other business requirements, and 
• Have future business, financial, legal, research or archival value. 

Examples: Policies, directives, briefing notes, evidence of financial transactions, and business deliverables

A complete list of official records can be found in approved Records Retention Schedules.

Transitory Records

• Exist temporarily, and are created for minor or immediate informational purposes only. 
• Facilitate the creation of official records, and are intermediary and used to create a subsequent records, 
• Draft or provide reference for a final copy, except where exceptions exist, 
• Exactly duplicate records for convenience, 
• Are blank information media, 
• Are unsolicited materials received by the University

Examples: Meeting invitations, casual correspondence, ad-hoc reports, blank forms and external publications. 

Identifying Official and Transitory Records 

Step 1: Is the record…temporary, facilitative, a duplicate, reference or unsolicited, a draft or blank media? 

1. If yes (to any), proceed to step 2 
2. If no (to all), it is an Official Record 

Step 2: Is the record…relied on as evidence of University activities or actions, or required to meet obligations? 

1. If yes, it is an Official Record - must be retained according to an approved Records Retention Schedule (RRS) 
2. If no, it is a Transitory Record - must be routinely destroyed in a secure manner

Always use professional judgement when identifying records. 

Still in doubt? Reach out! 

Employee Responsibilities 

1. Identify Official and Transitory Records created while conducting business of the University, 
2. Maintain and dispose of Official Records in accordance with approved records retention and disposition schedules, 
3. Routinely destroy identified Transitory Records, 
4. Cease all destruction when required for Access for Information requests or legal discovery. You will be notified if/when this is required. 

Related Resources and Contacts 

Additional Resources 

• Glossary
• Records Management Policy