The work of committees is essential to the academic and administrative governance of Carleton University. Depending on terms of reference, committees and committee members must meet certain records management standards for the work and official records they produce. The below guides and tip sheets serve as an introduction to the general responsibilities of committee chairs, secretaries, and members regarding management of their records.
This Toolkit is also available through your Carleton Brightspace account by searching for “Records Management Toolkits”
University Committees
This guide is for all standing committees, ad hoc committees, task forces, and working groups at Carleton, with the exception of Senate, Board of Governors, and hiring committees.
This guide covers:
- Types of Records
- Governance of Records
- Setting Up Retention and Disposition Scheduling
- General Records Management Responsibilities
- Organizing and Managing Committee Records
Senate Committees
This guide is for all Senate Committees, including ad hoc committees, task forces, and working groups of Senate committees. Specific questions regarding your use of this guide can be directed to either the Assistant University Secretary or the Corporate Records and Archives department.
This guide covers:
- Types of Records
- Governance of Records
- Records Retention and Disposition for Senate Committee Records
- General Records Management Responsibilities
- Organizing and Managing Senate Committee Records
Microsoft Teams
This guide provides best records management practices for Microsoft Teams, which also falls under the Corporate Records and Archives Policy and the Carleton University Retention Schedule.
Terms of Reference Registration
The Corporate Records and Archives department requests documented terms of reference from committees, working groups, and task forces across Carleton. Having official terms of reference registered will make it possible for Corporate Archives staff to assist committees in maintaining best records management practices, including retention and disposition. Corporate Archives staff will provide assistance and follow up on any information not known.
Return this form by email to: corporate.archives@carleton.ca
Effective Minute Taking
Minutes of meetings are part of Carleton’s history and serve an important purpose for the institution’s historical record. It’s important that they are accurate, accessible and consistent. Being so, the University Secretariat has created the following video, tip sheet and template to assist you. Log into your Brightspace account with your Carleton MC1 credentials to watch the video! Discoverable under “Records Management Toolkits”.