The spring is a fantastic time to rethink old procedures and introduce improvements to business workflow. Just as your garage might need a round of spring cleaning, your records and information assets could probably use some attention as well. Here in the Department of Records and Information Management (RIM) we are no different, and we have some important updates regarding changes to the Records Transfer process.
For those of you who transfer boxes to the Inactive Records Centre regularly, we want to ensure you are provided with all of the up-to-date information you need on how to transfer your inactive records to storage. For those of you who are new to RIM, this information is important for you as well.
Up until now, the process for requesting transfer of boxes to the Inactive Records Centre has been to contact RIM for Trafalgar boxes and to contact Shipping and Receiving for Davis, HMC, and STC boxes. Going forward, all requests for records transfer will go through the IT Service Desk who will forward requests to the RIM Department who will in turn, co-ordinate with all internal associates.
We are also introducing a new form which will drastically improve our ability to ensure the accuracy of Sheridan’s records inventory. This form will be completed by your department and forwarded along to the RIM Department once records pickup has occurred. You can access the form here or on Access Sheridan under Office of General Counsel.
Note: requirement of the new form will be enforced as of June 1, 2016.
Please use the updated process below for ALL campus locations:
- Log a request with the IT Service Desk – servicedesk@sheridancollege.ca
- The IT Service Desk will forward the request on to the Records and Information Officer who will co-ordinate all storage moves and requests internally
- Assign a contact person who can be available on the pick-up date (Note: if the contact person is unavailable for any part of the day, please designate a backup contact)
- Await confirmation of pick-up
- Complete Inactive Records Centre Transfer Form and upon box pickup, send form to the RIM Department
Note: the same process can be used to request records storage boxes.
Please ensure that all documentation (file transfer lists, box transfer lists, Inactive Records Centre Transfer Form) has been completed in their entirety prior to transfer. Keep in mind that no personal information should be recorded or taped on any boxes as this can potentially result in breaches of personal or confidential information.
If you have any questions regarding the updated records transfer process or about records and information management in general, please feel free to get in touch.
Jessica Derreck
Manager, Records and Information Management
Jessica.derreck@sheridancollege.ca
X2296