Academic Affairs Schedule FAQ

1. What is the academic affairs records retention schedule (the “AA schedule”)?

AA时间表是Uwinnipeg持有的共同学术记录的列表。它确定了必须保留这些记录的时间，并且在此期间结束后，将记录指示要么被销毁或转移到大学档案馆。

2.什么是“学术记录”？

Academic records are those records that support and document the University’s academic function.[1]They are maintained by faculties, departments and academic staff. Personal teaching and research records are not included within this definition and remain the property of their creator.

3.为什么创建了AA时间表？

根据University Records Policy, the AA schedule helps ensure records are kept only as long as needed. This conserves storage and encourages privacy compliance. The transfer of records with long-term value to the Archives is also facilitated.

4.谁是有意的观众？

教师和部门助理是主要受众。学术人员可以在课程工作，考试和招聘记录中发挥作用。赛车，ELP和学院目前被排除在外。

5. AA时间表仅适用于纸质记录？

No, it is format and media neutral.

6. How does it work?

AA时间表分为八项活动，每项活动都是与大学的学术职能相关的重大任务。在每项活动下，共同记录被分组。对于每个分组（称为“记录系列”），提供了一个保留期。这确定了记录不再积极使用后保留多长时间。保留“触发”告诉您何时开始这个不活动的时期。保留期过期后，记录准备按照指示将其销毁或转移到档案中。

Each record series also identifies an office of primary interest (“OPI”). If your office is listed as the OPI, it is responsible for retaining and destroying the records as indicated. If your office is not the OPI and you nevertheless hold these records, these are considered duplicates and should be managed as indicated on the “duplicates” line.

To use the schedule, begin by clearing any backlogged records. This can be done by reading through the activities and identifying any records series in your possession. If the retention period for these records has expired, comply with the schedule’s direction. For records identified for destruction, this entails deletion of electronic records and recycling or shredding of paper records. For records slated for transfer to the Archives, see additional information below.

Going forward, records should be disposed on a routine basis as their retention periods expire. You may wish to set aside particular days each year to carry this out.

7.保留期是最小或最长期限吗？

They are both, i.e., records are to be retained as long as indicated and then disposed.

8.保留期到期后，我真的必须立即处置记录吗？

The schedule recognizes that it may not always be possible to dispose of your records right away. Records management at UWinnipeg is not automated and must be done manually, by people with busy work lives. Timely disposal can be tricky for certain records, especially those contained within email (e.g., as an attachment).

The schedule requires records to be disposed "as soon as reasonably practicable" once the retention period has expired. For highly sensitive records, such as those containing medical information, every effort should be made to dispose of such records quickly once the retention period has expired. For less sensitive records, disposal may happen only once an academic term or year.

9. What about course work and exams retained in Nexus?

All Nexus courses are subject to a separate, Nexus-wide retention / disposition schedule. For course work and exams stored in Nexus, Instructors may either apply the retention / disposition action set out in the AA schedule or leave the materials in Nexus to be destroyed automatically. Either option is fine.

10. How were the retention periods determined?

First, a review of legislation and University policies was performed to identify any existing requirements. Feedback from University personnel regarding the useful operational lifespan of the records was then obtained. After comparing other Canadian universities’ practices, all this information was combined to generate a reasonable retention period for each series.

11. How do I transfer records to the University Archives?

接触archives@uwinnipeg.ca在准备转移记录之前。对于纸质记录，档案将指导您完成列表，拳击和标记记录的过程。对于电子记录，档案将提供准备和转移的说明。不要在不先与档案交谈的情况下更改，剔除或删除记录。

12.我有未列出的记录 - 如何管理这些记录？

如果这些是常规记录不是学术职能所独有的，例如个人信件，约会预订和“所有员工”电子邮件 - 可能会随意保留和销毁它们。如果这些是学术记录或其他操作记录，请联系da.elves@uwinnipeg.ca寻求帮助。

13.我该与谁联系以获取更多信息或帮助？

Please contact Dan Elves atda.elves@uwinnipeg.caor 204.988.7538.

[1]Certain academic records closely related to the student services and governance functions, such as Senate Appeals Committee records, are not included on the AA schedule but will be included on other schedules under development.