Deposits from University Units

The University Archives is mandated by the Board of Governors to preserve the academic and cultural heritage of the University of Regina. To meet this mandate, the Archives collects University Records originating from the University and its governing bodies, administration, faculties, departments and other units. These records are made available for administrative, research, and teaching purposes to both the University and broader communities in accordance with The Local Authority Freedom of Information and Protection of Privacy Act.

What Is A University Record?

The Records and Information Management Policy
http://www.uregina.ca/presoff/vpadmin/policymanual
/general/10110.shtml approved by the Board of Governors defines a University Record as:

documents or information in all media and formats that are created, received, or accumulated by a University officer, employee, authority or office while serving in an official capacity as a representative of the University, which facilitates University activities and the business carried out by the University and/or which reflects the functions, activities and procedures of the creator’s office. University records are university property.
Which University Records Are Preserved By The Archives?

The Records and Information Management Policy makes provision for the Archives to select certain records and series of records with enduring value to the University for transfer to the Archives for long-term preservation. These records will reflect the development of the University and the role of specific offices, departments, disciplines, projects and research in that development.

Units that do not yet have an approved classification and retention schedule and associated records management procedures are encouraged to deposit the following types of records to the Archives once they are no longer required for day-to-day operations:

  • Administrative and Operational Records

Typically these records include:

  • Correspondence
  • Agendas, minutes and appendices
  • Reports
  • Documents printed and published by the office, such as newsletters, course calendars, posters, brochures, etc.
  • Photographs and any other audio/visual material relating to University development
  • Any other original or unique record

Please consult the Transferring Administrative & Operational Records to the Archives page for information on properly preparing a record transfer.

  • Student Records

Please consult the Transferring Student Records to the Archives page for information on properly preparing a record transfer.

Please direct any questions about transferring University Records to archives@uregina.ca

Revised January 2009 and August 2010