Records Management

Universities are information-intensive environments, and Queen's is no exception.  We create, receive and use recorded information in the normal course of our day-to-day work activities.  These records—in all formats and media—constitute a valuable university asset that must be managed like any other asset.

University records:

  • provide evidence of transactions and decisions
  • ensure services are delivered in a transparent and accountable fashion
  • document statutory, regulatory and policy compliance
  • provide evidence of legal obligations between the institution and others
  • establish and promote institutional identity and tradition
  • maintain an institution's corporate memory

Managing university records is a shared responsibility. All faculty, staff (including students employed by Queen's), volunteers, and members of the Board of Trustees are responsible for managing the records and information under their custody or control.  The Records Management and Privacy Office is here to provide the tools, advice and guidance to support departments and units in managing records as efficiently and effectively as possible.

Queen's University Records Management Policy

The Records Management Policy was approved initially by the Principal/Vice-Principal's Committee on September 29, 2003.  The current version was approved by the Vice-Principals' Operations Committee on July 9, 2018.  

Queen's University Directory of Records

The Queen's University Directory of Records provides a listing of the types of records held by the University (as required by Ontario's Freedom of Information and Protection of Privacy Act). The Directory contains short descriptions of the functions carried out at the University and the records that result.