Archives and Records Management (ARM)
About
As a public body, Dawson College is subject to the Archives Act CQLR c A-21.1 which sets out effective records management requirements. The college’s archives and records management service ensures that the college’s documents and records are organized, retained, secured, and disposed of in compliances with applicable legislation, the Bibliothèque et Archives nationales du Québec (BAnQ) approved retention schedule, and internal policies.
Retention Schedule & Policies
The principal tool of the college’s records management program is the Dawson College Retention Schedule which indicates how long records must be kept as well as their final disposition (conservation or destruction). Retention rules apply to all official records, in both paper and electronic formats.
This policy addresses the roles and responsibilities around records management, as well as sets a framework for effective recordkeeping for all college employees.
Policy on Records Digitization
This policy provides a structure for digitization projects as well as a list of quality control checks and technical requirements necessary before the destruction of records in paper format.
All digitization projects require the completion of the Digitization Form.
Helpful Resources
The proper naming of files and documents is essential in ensuring that all employees can locate files quickly and easily. The naming guidelines were developed to create consistency in the naming of records throughout the college.
Telework requires specific measures to ensure that information is stored securely and efficiently. These guidelines will help you organize your documents while working from home.
Use the following flow charts to help you determine if your files are considered college records or to determine if your records are ready for destruction.
Destroying Records Record Identification
FAQ
Retention periods for all the college’s records are listed in the Retention Schedule. These periods have been established in accordance with laws and regulation and approved by the Bibliothèque et Archives nationales du Québec (BAnQ).
The retention schedule provides information on primary copy owners. If your unit is not listed as the primary office of responsibility, you are likely a secondary copy holder and should follow the secondary copy retention period.
The retention schedule is frequently updated and adapted to reflect the reality of the college. If there is no retention rule applicable to your document please contact the archivist.
