Success Story-Information Access

Timely Information Access in the Office of the President

We support the President, including managing all functions and events hosted by the President; handling event invitations on behalf of the President; and coordinating protocol when the President attends an event.

Project Highlights:

  1. Increased confidence in responding to queries
  2. Increased collaboration and information sharing
  3. Integrating records management into operations
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Project Outcomes

Records Management and Operational Effectiveness

The Office of the President provides oversight of senior advisory and administrative management services in our office and to the University of Alberta.

Our office worked with the University Records Office to understand how we could can improve access to reliable information - to find and share it more effectively.

1. Access to Reliable information
  • We work with so many units and stakeholders across and outside of the University, and it is important that we are able to find (and store) up-to-date and reliable information. Organizing our information increased our confidence and capability to respond to queries within and external to the University in a timely manner. The confusion and hesitation we used to experience from trying to find the right version of a file or record has largely been eliminated.
2. Sharing Information Across the Team
  • We are a very small office and we work collaboratively, so we need to easily and quickly share information with everyone on the team. Better organization of our information has enabled us to make sure that we are referring to the right resources, and this has increased our efficiency and ability to collaborate. Each of us is able to respond on behalf of our unit to any inquiry while trusting the information that is available to us.
3. Creating and Sustaining our Own Records Management Successes
  • Before we started exploring records management initiatives, we were concerned about the time it would take to undertake this type of effort to improve access and reliability of our information. The tools and coaching the University Records Office provided to our team enabled us to execute and complete the records project while still keeping on top of our other priorities.