Navigation
The electronic version of the current
Records Retention Schedules for Quebec Academic Institutions is
accessible to the public at
http://www.crepuq.qc.ca.
This web-based format is the preferred medium for distribution in the hope
that its greater availability will benefit the broader community of
professional archivists, records managers and students interested in this
area.
The Quebec Schedules is organized
hierarchically into categories, subjects and schedules, as shown below:
Navigation Options
Hierarchical Navigation: The navigation
menu at the top of each page shows links to the components of this
structure (the categories, subjects, and the individual schedules
themselves). Selecting the categories link will open a window displaying
the list of categories of schedules (as below):
|
RETENTION SCHEDULE CATEGORIES |
|
01
Administration |
|
02
Human Resources |
|
03
Financial Resources |
|
04
Real Property and Movable
Assets |
|
05
Student Affairs |
|
06
Community Services |
|
07
Teaching |
|
08
Research and Development |
|
09
Information and
Communications |
Each of these nine categories leads to
schedules grouped sequentially by
category,
subject
and schedule.
Further selection of a category link will lead to the listing of schedules
associated with the category according to subject. To access and print an
individual schedule, select the individual number associated with the
schedule of interest.
List of Schedules: Selecting
List of Schedules
in the navigation menu will bring up the
complete list of schedule numbers and titles, and allow navigation
according to category, subject and schedule. The following illustrates an
example of part of the list:
|
02 – Human Resources
(CATEGORY) |
|
STAFFING (SUBJECT) |
|
02.01 |
Position management – Electronic records |
|
02.02
|
Staff and position management |
|
02.03 |
Staff functions |
|
02.04 |
Staff recruiting – Electronic records
|
|
02.05 |
Staff recruitment |
|
02.06 |
Staff hiring |
Index Access: Selecting the Index in the
navigation menu will bring up a list of the letters of the alphabet, with
each letter leading to a list of list of keywords and expressions, and the
corresponding schedule numbers. Selecting a single schedule number will
lead to the corresponding schedule. The following example is an extract
from the index listing references to schedules that include the keyword
"media":
|
09.06 |
Media |
|
09.07 |
Media |
|
07.32 |
Teaching media |
The following example shows the various parts
of the table for an individual schedule:
|
[1] 07 - TEACHING
/ TEACHING ORGANIZATION |
|
[2] 07.04 |
[3] Programs:
General evaluation and changes |
|
[4] Records
dealing with the evaluation of and changes to the institution’s
educational programs: periodic evaluation plan, evaluation files
(consultations program directors, professors and students, evaluation
indicators), files of program modifications (minor revisions, major
changes) etc. |
|
[5]
copy |
[6]
unit |
Active |
[7]
semi-active |
inactive |
|
primary [ a ] |
Responsible unit |
X1 |
5 years |
R2 |
|
secondary [ a ] |
other units concerned |
2 years |
|
D |
|
[8]
N o t e s:
( D = Destruction R = Retention )
1 Retention for 2 years after program
evaluation or modification.
2 Archives selection: Retention of recapitulative reports
documenting general program evaluations and changes. Destruction of
support records. |
|
[9]
[ ] = Medium --->a = paper b = microfilm c =
electronic d = audio-visual e = other |
|
[10] PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
[11]
Updated: 14/3/02 |
Note: Parts numbered from 1 to 11 in the
above table are explained in the Legend on the next page.
|
Legend |
|
[1] |
Category / Subject |
|
[2] |
Schedule number |
|
[3] |
Schedule title |
|
[4] |
Description of records covered by the
schedule |
|
[5] |
Distinction between primary copy and
secondary copies of records included |
|
[6] |
Originating unit or holder of the primary
copy and of secondary copies |
|
[7] |
Retention period or disposition
prescribed for active, semi-active and inactive stages |
|
[8] |
Notes on schedule application |
|
[9] |
Record medium, indicated by letters a, b,
c, d and e |
|
[10] |
Navigation between schedules in the List
of Schedules section |
|
[11] |
Date of most recent update of schedule by
CREPUQ |
More detailed methodological information can be found in the
Introduction
to The Quebec Schedules.
Happy navigating!
Roger Charland, Librarian
Head, Documentation Centre
Webmaster, CREPUQ
Home Page |
Table of Contents | Categories,
subjects and schedules | List of schedules |
Index
|
