University Archives Policy

Archives


1. Purpose

This resolution provides for the establishment of  the University of Winnipeg Archives as the University office charged with responsibility for the acquisition, arrangement, description, and preservation of those inactive records of the University that are considered to have value.

2. Scope

The University Archives has responsibility for all decisions affecting the retention and disposition of inactive University records regardless of format.

Through oversight of the University of Winnipeg Records Management Program, and in accordance with the provisions of the Freedom of Information and Protection of Privacy Act [FIPPA] of the Province of Manitoba, the University Archives provides access, advice, policy recommendations and program implementation with respect to the management of recorded information, including records that are no longer actively employed in the office of origin.

This policy applies to all business records of the University, regardless of office of creation or place of final disposition.  This includes inactive records in all formats (e.g. text, electronic, graphic, drawing, map), created, received or used by any University office and includes (but is not limited to) correspondence, reports, minutes, registers, directives, architectural and building plans, and other material created or used by the University in pursuance of its functions.

3. Responsibility

The University Librarian is responsible for application of  this policy.

4. Policy

The University Archives is to preserve those records of value to the on-going governance and administration of the University, together with recorded information that preserves the institutional memory and the historical record of The University of Winnipeg and its predecessor bodies (Wesley College, Manitoba College, United College), created and accumulated, or acquired by University offices, governing bodies and academic departments.

The acquisition of University records, and their availability  are conditioned by the operation of the University of Winnipeg Records Management Program, and standard archival practice  with regard to access, reproduction , and related restrictions.

In accordance with its Acquisition Policy Statement, the Archives acquires, appraises, arranges, describes, preserves and makes available for research the following inactive document types (regardless of format).

4.1 Financial Records

A. General Ledgers;
B. General Journals;
C. Staff Records for all permanent, full-time employees;
D. Payroll Accumulation records published annually;
E. Pension Files;
F. Equipment Inventories and appraisals;
G. Financial Statements, Special Reports, Statements and Studies;
H. Annual Budgets;
I. Files relating to fixed assets;
J. Files relating to construction and related activities;
K. Debenture Registers and related correspondence;
L. Investment Registers;
M. Government documentation relating to the financial affairs of the University;
N. All written agreements entered into by the University;
O. All written guarantees given by or to the University.
P. Such other records of a financial nature that the Board may designate.

4.2 Governance Records.

A. Signed Minutes of the Board of Regents, the Executive Committee, the Senate, the Faculty Council of Arts & Science, and of other committees of, or appointed by, any of them;
B. The signed reports made to the bodies referred to in A;
C. The signed by-laws, regulations, and rules of the Board of Regents, the Senate, and the Faculty Council of Arts & Science.

4.3 Administrative Records.

A. Correspondence (including memoranda) of senior administrative personnel acting in their official capacity;
B. Signed policy documents produced by senior administrative and academic personnel;
C. Reports, Statements, Research Papers, and related material produced by senior administrative and academic personnel that have effect upon the governance or administration of the University, its academic programs, and its community affairs;
D. Plans, Blueprints, Drawings, Deeds, and related graphic records that detail the origin and development of the physical plant of the University; 
E. Employee Records;
F. Personnel files of retired administrative and academic personnel;
G. Such other material as the Board shall from time to time designate.

4.4 Historical Records.

In addition to the foregoing document types, the University Archives acquires, appraises, arranges, describes, preserves and makes available for research such material of a historical nature as will communicate and interpret to students, staff and the general public the history, traditions, place and community involvement of the University of Winnipeg and its predecessor bodies.

Within this context the contribution of the United Church of Canada and its antecedent denominations to the heritage of the University of Winnipeg should be recognized.  The United Church of Canada retains an interest in the informational content of the historical records of the University of Winnipeg, and nothing in this resolution shall serve to inhibit access to these by members of the United Church of Canada community.

5. Procedure

The University Archives fulfills its mandate by the articulation and communication of sound record-keeping practices to the University community. This entails the proper administration of retention and disposition activities as outlined in the University Winnipeg Records Management Policy, and the development and administration of an archives program at the University of Winnipeg. To that end:

A. There shall be an Archives of the University.
B. There shall be a University Archivist directly responsible to the University Librarian in the administration of the Archives.
C. The administration of the archival programme shall be in accordance with the decisions of the Archives Management Committee, composed of representatives of the United Church of Canada and the University Library, as they pertain to the physical space that houses the archival records of the University of Winnipeg and of the Manitoba & Northwest Ontario Conference of the United Church of Canada, provided that the University Librarian retains full authority to make decisions concerning the physical resources of the University of Winnipeg Library. 
D. The University Archivist manages the Archives, oversees the Records Management Program, and serves as the University FIPPA Coordinator and in so doing, and without limitation, acquires, appraises, arranges, describes, preserves and makes available for research, all inactive University records and such other documents deemed to be of value in communicating and interpreting the history, traditions, place and community involvement of the University of Winnipeg, or of value to the teaching and/or research mission of the University.  All acquisitions shall be subject to such restrictions as are defined in legislation, collective agreements, University policies and administrative practices, including, but not limited to, The Gift Acceptance Policy, the Gift Management Policy and the Records Management Program of the University of Winnipeg.
E. The Board may, from time to time, pass, amend or repeal, regulations defining the policies and procedures to be followed in the management of the University Archives.

6. Definitions

“Archives” refers to the University Archives and Records Centre, located in the University Library, which holds all records deemed of permanent value that have passed the retention period in the office of creation/use.

 “Archivist” means the University Archivist who has overall responsibility for the planning and oversight of the Records Management Program.

“Disposal” (disposition) defines the activity applied to records that are no longer required for operations in the office of creation/use; depending on the circumstances, disposal means either retention of the record in the Archives or in another storage location outside the office of creation/use, or destruction of the record. 

“Record” means any form of recorded information, regardless of medium.‘Inactive record’ means a record that does not need to be immediately available but must be retained for legal purposes, or because users have an infrequent need to access it.

“Records Management”: The systematic control of an organization’s records from their creation or receipt to their ultimate preservation or destruction.

“Retention” refers to a period of time during which active and inactive records remain in the office of creation/use; following the retention period, the disposition schedule is applied to the record. There are internal and external legal and reporting requirements that have an impact on retention periods, and these should be reflected in the retention schedules.

7. Policy Review

This policy shall be reviewed on a regular basis by the University Librarian and the University Archivist, pursuant to section 11 of the University’s General By-Law.  The results of such reviews and any recommendations arising therefrom shall be reported to the University Affairs Committee of the  Board of Regents.  The next review shall take place no later than June 30, 2004.


Last updated, July 1, 2001