U of L Classification System (ULCS)

A New Classification System for University Records

The University’s Records Management Department has recently updated the University of Lethbridge Classification System (ULCS) which provides guidance for your filing needs. This replaces the Business Classification System (BCS) that has been in use since 2007.

This latest revision involved consulting with units on campus to try to better incorporate all the records created and maintained on campus into the system. One of the main goals when we started to update the classification system was to make the system more user-friendly and intuitive. A major change users will notice is the addition of descriptions and retention notes for each record group. These changes were made to help users navigate through the system easier and to provide some context so users can feel confident that they are filing their records in the correct place for retention purposes.

It is expected that units will transition to the new classification system within the next year during their annual file change over; at the next calendar, fiscal or academic year, depending on what year the office operates under. If, as you start utilizing the system, you find you have a record group that does not seem to fit into any of the existing blocks, please contact Records Management for advice at 2750 or records@uleth.ca.

Retention of University Records

In addition to the classification review, we have also updated some retention periods listed in the tables to reflect that some retention guidelines have not been approved or are under review. Affected record groups are identified by an asterisk in the Total Retention (TR) column. Departments are advised to contact Records Management with any records retention questions.

Records Management will be initiating a project to review the retention schedule, which dictates how long records are to be retained, soon.

The current version of the ULCS is available on this site - please reference back to ensure you are utilizing the most up-to-date version.

University of Lethbridge Classification System.pdf

Please contact Records Management with any classification/retention questions or to provide feedback on the new ULCS.