Governance of Records

Information governance goes well beyond traditional records management at the highest level, information governance is a holistic, all-encompassing discipline, that, when effectively implemented and managed, offers multiple and varied benefit to an organization.

University Secretariat

Records management falls under the University Secretariat at UNB.

The University Secretariat is accountable for the support of the governance of the University through the effective and efficient operation of the Board of Governors, Fredericton and Saint John Senates, their committees, other University bodies, and the President's Executive Team.

As the repository of official Board and Senate records, the University Secretariat is a principal source of information and advice about University policies, procedures, regulations, precedents, practices and past performance. The University Secretariat also provides information and advice to the President, Board Chair, and Vice-Presidents in support of their mandates.

As Commissioner of Student Discipline, the University Secretary is responsible for the implementation and administration of non-academic student discipline, both under the Student Disciplinary Code and the Board of Deans. As stipulated by the academic regulations of the University, the Secretary is responsible for coordinating Senate Review of academic decisions.

The University Secretariat has institutional responsibility for compliance with legislation on access to information and protection of personal information and is the home of the University's records management function and the Editor of the Undergraduate Calendar.

Vital Records

A Vital Records is recorded information, regardless of format (i.e. paper, photo, database, magnetic tape), that must be protected in the event of an emergency or disaster because of severe consequences to the office and the University as a whole if the record were lost or destroyed.

They are records that, if lost or destroyed, would be both costly and time consuming to recreate - if they can be recreated at all. They can be active (currently used by the office) or inactive (in storage).

Vital Records are:

  • Vital to the function and mission of the University
  • Essential for the continuous operation or reconstruction of any University owned buildings
  • Necessary to establish or protect the legal or financial position of the University
  • Necessary to protect and ensure the rights and interests of the employees and clients of the University

Why are Vital Records so Important?

Identifying and protecting Vital Records allows the University to re-establish normal operations as soon as possible if not immediately, after a disaster. By realizing the importance of your records for continuing your office functions and arranging for protection of these records, you will save valuable time and resources after an emergency.

"Rogue" Databases

In some circumstances, you may find that you want more data on students to help provide them with better services or to make mailing lists. It would seem like the easiest way to accomplish this would be to create your own database of information that you can't get obtain in UNB's Colleague database. However, in doing this, you have just created a "Rogue" database.

The intent of these databases is very rarely malicious and can be used to send our friendly reminders on mailing lists or to seek out target groups. The problems that stems from these databases is privacy protection. If a laptop that had this database was lost or stolen, it would be a major security breach.

Colleague should be able to provide you with all the information you need and if there is information that you think you need but is not on Colleague perhaps it is something that is not essential as you originally believed. Please contact the University Secretariat before you begin creating and developing these additional sources of personal and private information.

The Role of ITS

Information Technology Services (ITS) and Records Management work very closely together and consult with each other over a variety of record-related issues. Both ITS and Records Management are very knowledgeable on the protection of information. Please consult both ITS and University Secretariat, Records Management before creating new electronic record series.

Head on over to the Wrap Up for our final words on why we choose to do Records Management.