In January 1994, the University of British Columbia adopted a policy regarding the management of its institutional records, under which the University Archives was given responsibility for developing and maintaining a records management program for the University.
The University's policies on records management and the University Archives assign the responsibility for coordinating the development and implementation of records management systems to the University Archives. Some University offices will be able to take the new guidelines as they are developed and apply them to their own records systems. Others, however, may require varying degrees of assistance in dealing with their administrative and operational records. Some offices have already retained private records management consultants to do this for them, at some expense and with varying success.
The involvement of the University Archives in the development of a classification system and retention schedules for the institution allows it to provide expert advice to University offices interested in redesigning their filing systems and developing their own internal records management programs. Being part of the University community allows Archives staff to recognize the context(s) in which a given University office operates and therefore better recognize the office's needs. Also, any systems developed for the office will be consistent with others developed for other offices around campus.
Another point to consider is that, unlike a private records management firm, the Archives is part of a larger institution (namely, the UBC Library), and therefore has less administrative overhead. This results in lower expenses, which allows for lower costs to clients.
To help support the implementation of an effective records management program, the University Archives provides records management services to the University community. It provides UBC offices with up to two hours of free consultation and advice free of charge. Thereafter, a fee for service based on the scope of activities to be undertaken will be charged.
For more information, or to arrange for a consultation, please contact:
University Records Manager
c/o UBC Archives
Irving K. Barber Learning Centre
1961 East Mall