Whether they want to or not, everyone who works at the University of Ottawa must become a little bit of an archivist This is especially true today, says Chief Archivist, Michel Prévost, as ever-changing computing technologies grant us all unprecedented access to information at the same time that they cause a decentralization of data and its filing.
“Unfortunately,” he says, “it is often only when we lose an important document that we realize how important records management is in our daily work.”
There are two policies that govern how records are managed at the University. Policy No. 11 outlines the procedures for accessing records stored in the University Archives, whereas Policy No. 23 outlines the procedures for storing the records themselves. Policy No. 23 also functions to remind employees that “the archives are the property of the University of Ottawa and shall not be alienated nor destroyed.”
As is the case in other large organizations, a retention schedule is a main component of the records management system. While all academic and administrative units should be in possession of a copy of the schedule, it is also possible to obtain one from the University Archives. The
Archives’ website also provides detailed instructions on the University’s records management procedures.
Whether one is dealing with electronic or physical documents, “the retention periods are exactly the same,” Prévost also points out.
An “electronic document” refers to anything produced by computing and preserved in electronic form. This includes, to name a few, simple email texts to more complex Word and WordPerfect documents, PowerPoint presentations to Macromedia Flash videos, courses developed using software such as WebCT, and computer databases—not to mention digital photos, PDF files, and Web pages of course!
“One should have the same regard for the importance of records management regardless of whether one is conserving electronic documents that bear witness to the University’s growth and development, or conserving those that serve as proof of administrative or financial transactions.”
“However,” adds Prévost, “as a general rule, only 10% of documents generated at the University provide such proof and therefore need preserving.”
The chief archivist cautions people who do not see much value in the information that passes through their hands. “We tend to think that important documents are produced only at the top of the pyramid,” explains Prévost. “We think that only certain documents produced by the Office of the President or the Office of the Secretary should be preserved whereas, in reality, essential pieces of information are produced at all levels of the organization.”
“The Archives are the memory of the University,” insists Prévost. “Yet talk of preservation or archives often falls on deaf ears as so many things are judged according to very short-term standards today. However, the reason we were able to put on an exhibition celebrating the 150th anniversary of the University is because people took the time to preserve our heritage. What we preserve today will be useful for the 175th or 200th anniversary of the University.”
Prévost insists that the Archives are not solely concerned with the past. “They are also very useful for the University’s outreach and development today.” Indeed, the number of requests for information has grown by a factor of ten since 1990.
Related Links : University of Ottawa ArchivesUNESCO Archives PortalAssociation des archivistes du Québec The International Council on Archives Society of American Archivists Guidelines for College and University Archives
