Records Management Program Policy and Procedures

• Creating Files
• Changes in Office Responsibility

Creating Files

We depend on staff participation and cooperation in order for the Corporate Records Management Program to be a success. All staff must participate in the program and all of their records created in their capacity as an employee of Exhibition Place are subject to the program. Staff can help with this program by following these simple steps:

A new label is required every time a new file and/or binder is created. Please email your file label requests to Audrey Borges at ABorges@explace.on.ca along with the following information:

• Describe the Type of File(s) you have: e.g. Contracts, purchase requisitions, general office admin, budget, etc.
• Year in which the file was created
• File Title - the name of your file and any subtitles (space permitting)

Files in Binders - Reqest a binder label sheet to place the barcode labels on and keep this sheet inside the binder. Send the label sheet along with the contents from the binder to the Records Centre when you are ready to archive your files.

Incorrect File Labels - if there is an error on your file label such as misspelled words, wrong date, etc. please send the label and file folder back with corrections or email the file id number (# next to barcode).

Deleting File Labels - coded files are registered in our Records Management Database and therefore need to be accounted for. If you have requested labels that eventually don't get used (e.g. the file is empty) please return the label and file folder and mark it as deleted.

Old Files - files created in 1999 or earlier do not require labels; however, please refer to the section: Sending Records for procedures on how to transfer these files to the Archives/Records Centre.

Changes in Office Responsibility

All records are classified under specific offices or departments. This allows for one file code to be used repeatedly throughout the institution and provides for better tracking of records.

If you take on extra responsibilities or move to a new job, please notifiy the Records Analyst, Audrey Borges at ABorges@explace.on.ca or 416-263-3659 so she can make the necesary changes or updates to the records management database.

Managers need to notify the Records Analyst if they create any new positions or transfer any of their responsibilities to someone else.