Governing Documents: University Community
ARCHIVES AND PRESERVATION AND DESTRUCTION OF RECORDS
1.00 Financial Records to be Preserved:

1.1 The financial records of the University hereinafter referred to shall be preserved until the Board in any case or cases by resolution shall otherwise determine, namely:

  1. Trust ledgers and other papers and records that relate to the Trust and Endowment accounts of the University;

  2. The Court documents and exhibits and University documents that relate to the loss, disclosed in 1932, of funds and other assets of the University, and to the investigations concerning such loss;

  3. A letter from the Comptroller-General of the Province of Manitoba to the Comptroller of the University, dated August 11, 1947, and a number of statements, written in pencil on foolscap paper, and marked for retention, that relate to cash receipts of and payments by the University in its earlier years, and were used to prepare statements for the Rowell-Sirois Commission, all as are referred to in such letter;

  4. The records hereinafter referred to that relate to the General Account of the University maintained by the Vice-President (Administration), namely:

    1. General Ledgers;
    2. General Journals;
    3. Staff Records, other than those that relate to part-time, temporary or casual staff;
    4. Payroll Accumulation Records published as at December 31 annually;
    5. Pension Files and statements, and related records;
    6. Equipment Inventories and appraisals;
    7. Financial Statements, Special Reports, Statements and Studies;
    8. Annual Budgets;
    9. Files relating to fixed assets;
    10. Files relating to construction matters;
    11. Debenture Registers, and related correspondence;
    12. Investment Registers;
    13. Certified Orders-in-Council of the Province of Manitoba relating to the finances of the University;
    14. All agreements in writing entered into by the University; and
    15. All guarantees in writing given by or to the University.
  5. Such other records relating to the finances of the University as the Board from time to time by resolution may designate.

2.00  Non-Financial Records to be Preserved:

2.1  The non-financial records of the University hereinafter referred to shall be preserved until the Board in any case or cases by resolution shall otherwise determine, namely:
  1. The signed minutes of meetings of the Board, the Executive Committee, the Senate and of other committees of, or appointed by, any of them;

  2. The signed reports made to the bodies referred to in clause (a);

  3. The signed bylaws, regulations and rules of the Board and the Senate;

  4. Employee Records;

  5. Personal Files;

  6. Student Records;

  7. Such other non-financial records as the Board from time to time by resolution may designate;

  8. All archival material of the University not included in the records referred to in sections 1.00 and 2.00.

3.00 Regulations as to the Preservation and Destruction of Certain Records:

3.1  The Board from time to time by resolution may pass, amend and repeal regulations determining the various periods of time during which records of the University, other than those referred to in sections 1.00 and 2.00, shall be preserved prior to destruction; the method of their destruction after any prescribed periods for preservation have elapsed; and the manner by which such destruction shall be accomplished and evidenced.


4.00 Archives of the University:

4.1  There shall be an Archives of the University.

4.2  There shall be a University Archivist directly responsible to the Director of Libraries in the administration of the Archives.

4.3  The University Archivist shall manage the Archives, and in so doing, and without limitation, shall appraise, collect, preserve, describe and make accessible, non-current but important and historically valuable University documents, and also such other records as, in the opinion of the President, the Director of Libraries and the Archivist, are of significant interest to the University and appropriate to form part of the Archives of the University.

4.4  The Board from time to time by resolution may pass, amend and repeal, regulations defining policies and procedures to be followed in the management of the Archives of the University.

5.00 Definitions:

In this Bylaw, unless the context othrwise requires:

5.1  "Employee Records" mean records with respect to employees of the University held by the central office of employee relations of the University in files containing the employment histories of the employees, and include related appointment forms, salary information, letters offering employment and other material.

5.2  "Personal Files" mean files, other than Employee Records, with respect to employees of the University, which may be held by the offices of the Director of Employee Relations, the deans and directors, or the President.

5.3  "record" and "records" include any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microform, sound recording, videotape, machine readable record, and any other documentary material, regardless of physical form or characteristics, and any copy thereof.

5.4  "Student Records" mean records with respect to students in the offices of:
  1. Student Records;
  2. Admissions;
  3. A faculty, school or department;
  4. The Counselling Service;
  5. The University Health Service;
  6. Financial Aids and Awards;
  7. The University Discipline Committee;
  8. The Ombudsman;
  9. The Student Advocate; and
  10. The President.

5.5  "University documents" mean any record or documentary material, regardless of content, made or received by any officer, authority or department of the University, that relate to the University, but do not include museum artifacts.