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Records Management Task

Welcome to the Records Management, where you can find information on TRCA records management as it applies to your daily work. Records management is a central part to every business unit. We’re here to help make it easy!

Records Management is here to provide guidance and answer any questions you have. We offer training in Laserfiche, Corporate Records Database, Central Filing, and email and shared drive management.

For more information or assistance, contact us.

Managing your information and records properly allows you to do your work better, faster, and with less risk.

Following RM best practices increases efficiency and enables easy collaboration with coworkers. When working with stakeholders, it can improve your and TRCA’s reputation as an effective, organized partner.

Legislation compels TRCA to maintain clean and organized records of business, through statutes such as the Municipal Freedom Information and Protection of Privacy Act, Ontario Heritage Act, and the Limitations Act. Failure to comply with legislation can result in financial and reputational damage.

Using standard formats when naming files, otherwise known as naming conventions, is an excellent way to maintain well-organized storage and work spaces. In an effort to create a set of conventions that will work with TRCA’s many unique business activities and document types, we have developed the following set of suggested standards.

Standard 1: Project-specific records

  • ProjectName_DocumentDesc
    e.g., MudCreekRemediation_ProjectTimeline
    e.g., Pin037-3_ProjectRequirements
  • ProjectName_DocumentDesc_Draftn
    e.g., C-160511_PublicNotice_Draft3
  • ProjectName_DocumentDesc_RevYYYY-MM-DD (date revised)
    e.g., BoltonCampSanitary_Budget_Rev2017-01-15
  • ProjectName_RecordSubject_RevInitials (person revising)
    e.g., VirtualizationProgress_RevisedByCK
  • ProjectName_DocumentDesc_Final
    e.g., LongyardAcquisition_SummaryReport_Final

Standard 2: Department-specific records

  • RecordSubject
    e.g., WorkshopChecklist
  • RecordSubject_Draftn
    e.g., Planner1JobDescription_Draft2
  • RecordSubject_RevisedYYYY-MM-DD (date revised)
    e.g., Budget2017_Revised2016-12-22
  • RecordSubject_RevisedByInitials (person revising)
    e.g., VirtualizationProgress_RevisedByCK
  • RecordSubject_Final
    e.g., CorporateSecretariatFunctions_Final

Standard 3: Date-specific records

  • YYYY-MM-DD_RecordSubject
    e.g., 2017-03-27_PickupOrder1234567

Cleaning up your shared drive and personal folders:

  1. Information and documents that are of no lasting business value and that you are no longer using can be deleted. If you’re unsure, move files into a “Pending deletion” folder for a second look as you work through other folders, cleaning up systematically. Revisit the “pending deletion” folder for a final review and decision.
  2. Organize your folders according to subject. It may be helpful to map out a tree of primary functions and projects, adding subfolders to further organize files as necessary.
  3. Avoid catch-all folders like “Other” and “Miscellaneous” – these are not descriptive and will make it difficult to browse to files in the future.
  4. Feel free to reach out to Records staff for support and advice through this progress.

Why clean up my data?

Having a clean workspace doesn’t only mean your desk and drawers; keeping your electronic workspaces “clean” and well-organized increases efficiency and ease of work, improves collaboration and supports TRCA in fulfilling legislative requirements.

Why shred?

TRCA deals with personal and sensitive information on a daily basis. When paper containing this information is no longer needed, it must be disposed of securely, to protect identities and to avoid unnecessary contention. Currently, Head Office is piloting a shredding program, which will eventually be rolled out to all TRCA locations.

Where and how to shred?

At Head office, shredding bins are located in the interior entrance to the loading dock, in the north hallway near the cafeteria. All confidential paper can be placed into these bins. For reports and materials in binders, please remove all paper from these formats before shredding – you must not leave bound documents on top of the shredding bins as they are not secure.

Additionally, there is a shredding unit located in the second-floor south kitchenette for immediate shredding needs. This shredder is suitable for shredding paper records as well as CD/DVDs.

To shred simply place all documents containing personal or sensitive information into the shredding bins. Our contracted shredder picks up the bins on a weekly basis, and transfers the materials to the truck, which is outfitted with a shredder. Materials are then securely shredded on-site, allowing for regular spot-checks by Records and other TRCA staff.

Who is doing it?

TRCA has engaged The Carbon Neutral Shredding Company to facilitate our shredding program. This local company uses waste vegetable oil to power its trucks and shredding operations, and uses Bullfrog Power.

The Carbon Neutral Shredding Company shreds at 1/4 inch, specified as the international DIN Standard #2 and in 2010 defined by the Privacy Commissioner of Canada as “high security shredding”. Records are shredded on-site to further improve security of sensitive information.

For more information, visit http://www.carbonneutralshredding.com/