1. Records Management
  2. RIMS

RIMS

RIMS is ³ÉÈË´óƬ's Records and Information Management System, a digital solution that enables the efficient creation, organization, storage, retrieval and lifecycle management of documents and records.

At Queen's, RIMS is built in the M365 environment using SharePoint Online, enhanced with AvePoint Opus for automated records management, and AvePoint Office Connect for seamless integration with Outlook. This system ensures compliance with records retention policies, improves collaboration, and enhances information security while making it easier to manage and access university documents from anywhere.

Migration to RIMS is taking place over the next few years based on unit readiness. Find out how your unit can get ready to migrate. 

 

Get ready to migrate to RIMS

A complete Business Unit File Plan based on the university’s is a prerequisite to migrating to RIMS. Here’s how to get started:

  1. Send an email to the  to request a list of existing retention schedules that are applicable to your unit’s records.

  1. Queen’s University Archives (QUA) will meet with you and your team to discuss:
    • your existing records retention schedules
    • the location of any physical records, if applicable
    • the platform(s) where you store digital records (SharePoint, OneDrive, Windows File Share, other business systems)

  1. You will be asked to provide the SharePoint URLs and / or Windows File Share paths where your digital records are stored so that we can capture an inventory of all your electronic records.

  1. QUA and the Records Manager will assess your digital records inventory and review your existing physical records to identify any archival material ready to be transferred to the Archives.

  1. Based on your digital inventory, the Records Manager and QUA will provide recommendations on which common libraries and new local libraries you will require. Libraries equate to records retention categories based on your unit’s business activities.
     
  2. The Records Manager and QUA will provide guidance on which of your digital records to delete, move to another library or transfer to the Archives.

  1. The Records Manager will finalize and review your new File Plan with you to confirm your common and local libraries.

Congratulations! You now have a complete File Plan for your business unit. Your next step is to organize your files according to your new libraries.

  1. In your SharePoint and WFS locations, create new folders based on your new File Plan.
     
  2. Move your records into appropriate folders. This will give you and your team experience with the new file plan and future state structure before migrating to RIMS.

  3. Transfer any archival material to the .

  4. Delete/destroy records that have reached or exceeded the authorized retention requirements.
     
  5. Delete transitory records such as:
    • reference materials that are no longer useful,
    • drafts and outdated versions of information,
    • convenience copies (e.g., paid invoices already captured by Finance).​

When the above actions are complete and you are ready to join the RIMS migration project please send an email to the Queen's Records Management and Privacy Office (RMPO) (recordsmanagement@queensu.ca) with the following information:

  • File Plan with selected common and local libraries
  • source locations (SharePoint, WFS)
  • identified single point of contact for the business unit (ideally the person who will serve as your unit’s Information Management Administrator)
  • unit’s leadership commitment to allocating time and staff resources to the project
  • resource availability, peak periods and business cycles

The RMPO will review your information and contact you with next steps.