- Archives
- Records Management
- FIPPA
- Digital preservation
- Resources
- About
- Mission, vision and values
- Contact us
- Feedback and comments
- Our blog
- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate SFU’s Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of SFU’s First Chancellor Gordon Shrum
- Early SFU Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer’s Legacy
- You have what...?!! and other interesting things you didn't know about the SFU Archives
- Charting the course of history: documenting SFU's early days from the student perspective (Part 1)
- Charting the course of history: documenting SFU's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at SFU
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to SFU
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to SFU
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
- Glossary
LINKS AND RESOURCES
Below you will find resources created by the Records Management Program that provide guidance for how departments should organize, classify and manage their records from creation to final disposition. Questions about any of these resources should be directed to the Records Management Archivist.
GENERAL INFORMATION
WHAT IS RECORDS MANAGEMENT?
- An overview of what Records Mangement is and why it is important.
- PDF: Email Management Best Practices
GLOSSARY OF ARCHIVAL TERMS
- Terms and definitions specific to Archives and Records Management.
- PDF: Glossary of Archival Terms
FREQUENTLY USED RECORDS MANAGMENT ABBREVIATIONS
- Key to frequently used Records Management abbreviations.
- PDF: Records Management Abbreviations Key
UNIVERSITY RECORDS CENTRE
WHAT IS THE UNIVERSITY RECORDS CENTRE?
- An overview of the University Records Centre.
- Weblink: University Records Centre
TRANSFERRING PAPER RECORDS TO THE URC
- Procedure for SFU departmental staff who want to transfer paper records to the URC.
- Weblink: Procedure for Transferring Records
RETRIEVING PAPER RECORDS
- Procedure for SFU departmental staff who want to retrieve records previously deposited to the URC.
- Weblink: Procedure for Retrieving Records
TRANSFERRING ELECTRONIC RECORDS TO THE ARCHIVES
- Procedure for SFU departmental staff who want to transfer digital materials to the Archives.
- Weblink: Transfer Digital Records
RETENTION AND DISPOSAL OF RECORDS
RECORDS RETENTION SCHEDULES AND DISPOSAL AUTHORITIES (RRSDAs)
- Listing of RRSDAs by function, department, title and numvber.
- Weblink: RRSDAs
HOW TO IDENTIFY APPLICABLE RRSDAs
- Weblink: Identify Applicable RRSDA
RETENTION AND DISPOSAL CHEAT SHEET
OFFICIAL, TRANSITORY AND PERSONAL RECORDS: A GUIDELINE FOR SFU EMPLOYEES
- This guideline provides detailed information to help SFU employees distinguish between official, transitory, and personal records; understand their obligation for managing official and transitory records; and understand when transitory records can be destroyed.
- PDF: Official, Transitory and Personal Records
CLASSIFICATION AND ORGANIZATION OF RECORDS
RECORDS INVENTORY GUIDELINES
- Guidance for departments wishing to undertake an inventory of their records.
- PDF: Inventory Guidelines
MODEL FILE CLASSIFICATION PLAN
- Model File Classification Plan that departments can use as a guide for developing their own file classification plan.
- Weblink: Model File Classification Plan
SAMPLE FILE CLASSIFICATION PLAN
- An example of what a department file classification plan might look like.
- PDF: File Classification Plan
FILE MAINTENANCE TIPS
- Tips and tricks for keeping your files organized.
- PDF: File Maintenance Tips
STANDARD NAMING CONVENTION FOR ELECTRONIC RECORDS
DIGITIZATION
DIGITIZATION OF ORIGINAL RECORDS
- Guidance for SFU departments considering scanning original paper records for use in electronic form during the records' active and semi-active period.
- PDF: Digitization of Original Records
DIGITAL RECORDS MANAGEMENT
EMAIL MANAGEMENT BEST PRACTICES
- Guideline provides SFU employees with information that will help them organize, manage, retain, and dispose of their email in accordance with records management best practices.
- PDF: Email Management Best Practices
ONEDRIVE BEST PRACTICE FOR SFU EMPLOYEES
- This guideline provides SFU employees with resources to help organize, manage, retain, and dispose of the documents they store in their OneDrive accounts in accordance with records management best practices.
- PDF: OneDrive Best Practices
MS TEAMS BEST PRACTICES FOR SFU EMPLOYEES
- This guideline provides SFU employees with resources to help share, organize, manage, retain, and dispose of the information they create using MS Teams in accordance with records management best practices.
- PDF: MS Teams Best Practices
RESOURCES FOR FACULTY
MANAGING GRADUATE STUDENT RECORDS
- Guidance to support faculty members management of graduate student records.
- Weblink: Graduate Student Records