Records Management
Records are an institutional asset of the University of Alberta and provide evidence of sound decision-making, accountability and compliance with internal and external requirements. They are essential information to enable you to manage University Records easily and effectively.
The Information, Privacy and Records Management Office (IPRMO) has many resources and references to help you manage unit records, including transitory records. This guidance has been developed in alignment with Records Management Policy, and in response to changes over time to University priorities and industry expectations.
Records Management is able to assist you in building, confirming and enhancing your unit’s records and information management practices.
Services + Resources
Records Lifecycle
Records Retention Schedule
The formal, recorded approval of a decision to retain or to destroy a record or set of records, together with the justification for that decision; and, it is the official legal instrument used by the University for the disposition of records
Retaining + Managing Records
Properly managed and stored records enable Units to reliably access information, provide transparency in processes and achieve cost-effectiveness of resources for managing records.
Organizing Information
Organizing information is about establishing standardized systems for managing, retrieving, and disseminating large volumes of complex academic data, research findings and administrative records.
Disposing of Records
University of Alberta employees are required to review and dispose of transitory University Records as part of routine operations. Official University Records must be either securely destroyed and documented or transferred to the University of Alberta Archives as per the Records Retention Schedule.
Electronic Records
Email Management
Email management involves the systematic control of the quality and quantity of electronic messages that are sent from within, and received by, an organization.
Electronic Approvals
From email approvals and “click to consent” to the integration of electronic signature workflows, electronic approvals and signatures can achieve significant operational efficiencies.
Personal Information Banks
A Personal Information Bank (PIB) is a structured collection (i.e. database) of personal information that is searchable using an individual’s name or another identifier, mass contact list, client listing, or a program database.
Other Records
Student Records
Student Records are managed by the Office of the Registrar. For more information on student records including grades, transcripts, or verification, please visit the Office of the Registrar and the Student Service Centre.
Research Records
Research Records are not in scope of the University of Alberta Records Management Policy. The administration of research, however, is a business process that is subject to Records Management Policy. Please visit the Research Services Office for more information.
Employment Verification Letters
See Employment Verification Letters for instructions on requesting employee records.
Contact Us
Information, Privacy and Records Management Office
University of Alberta
7-20 University Terrace
8303 - 112 Street NW
Edmonton, Alberta, Canada T6G 1K4