Records management at UBC: What are university records and how do I manage them?

An illustration of a laptop, books, folders and papers, together against a blue background.

Excerpted and adapted from What does the Records Management Office do? on the UBC Records Management Office (RMO) blog.

Each time you write an email, buy material for your unit, or propose a new project in a departmental meeting, you’ve created a record. That email, that purchase requisition and payment receipt, and those meeting minutes are all types of records that may need to be referenced again at some point in the future.

Besides UBC’s human resources, records are one of the most valuable resources at UBC. They provide evidence of decision-making, detail rights and responsibilities, show legislative and institutional compliance and document our celebrations—in short, they represent all the work we do. UBC’s university records encompass all recorded information—physical and electronic—created through administrative activities. The Records Management Office (RMO) at UBC provides services that can help faculty and staff improve their record keeping practices.

Do I need to keep every record forever?

Records come in several flavours. In general, records can be:

  • transitory (temporary, not important after a while)
  • operational (important for years to satisfy administrative, government, audit or legal commitments), or
  • archival (important to the history of the unit and should be kept permanently at the University Archives).

At UBC, we don’t keep all of these records types indefinitely; instead, records are managed according to UBC’s Retention Schedules, which are published on the RMO website. A Retention Schedule guide is available here (insert link to blog post)

How do I know what types of records I have?

The Records Management Office can help you identify any records of archival value and can work with your unit to conduct annual record surveys to identify what types of records currently exist within your unit, and what to do with them. Reach out to the RMO team to get started.

Looking for more records management tips and best practices? Find more on the RMO website.


The Records Management Office (RMO) at UBC provides a unified approach to records management, supports overall effective information management, and leads the transition to electronic records management at UBC in an efficient, secure, and sustainable manner. Learn more about available services, training and best practices on the RMO website.

Library Catalogue is Down

UBC Library Catalogue is currently not working https://webcat.library.ubc.ca

IT is working on it. Links to print books from Summon and other sources will not work while it is down.

Chung | Lind Gallery Summer Hours

Due to staffing changes, the Chung | Lind Gallery will have reduced hours for summer 2025.

The planned summer opening hours are:

  • June 11-14, 2025: Open from 10 am-5 pm
  •  June 17-28, 2025: Closed
  •  July and August, the Gallery will be open Wednesdays to Saturdays from 10 am-5 pm

As opening hours are subject to change, please check the hours portal for the most up-to-date information.

During our reduced hours, we will have limited availability for guided tours and class visits.

We invite you to enjoy our audio highlights tour, our audio guide, or our 360-degree virtual tour. You can also browse digitized materials from the Chung and Lind Collections, and enjoy stories from the Chung | Lind Gallery Blog.

If you have any questions, please feel free to contact us through the RBSC contact form or by sending an email to rare.books@ubc.ca. Thank you again for your understanding and interest in the Chung | Lind Gallery!

It’s the Cream of the Crop!

Many thanks to guest blogger Gabriella J. Cigarroa for contributing the below post! Gabriella is a graduate student at the UBC School of Information and recently completed a Co-op work term with Rare Books and Special Collections Library.


It’s the Cream of the Crop!: The B.C. Dairy Historical Society Collection

As a Co-op Project Archivist in Fall 2024, I processed the B.C. Dairy Historical Society collection. Since 1998, the B.C. Dairy Historical Society (BCDHS) has collected a breadth of records documenting the history of the provincial dairy industry. Used to write books including Jane Watt’s Milk Stories: A History of the Dairy Industry in British Columbia, 1827-2000 and High Water: Living with the Fraser Floods, this collection includes a wealth of journals, photographs, and records from provincial dairy organizations and producers. Materials originated from the Fraser Valley Milk Producers’ Association (now known as Agrifoods, and owners of Dairyland until 2001), Palm Dairies (a dairy local to Vancouver that was bought by Dairyland in 1989), and assorted dairy industry professionals and enthusiasts. 

Some photos of my favorite finds in the collection are shared below: 

RBSC-ARC-1875-AR-04: St. Charles Evaporated Cream [cow-shaped clock]

RBSC-ARC-1875-AR-07: [Movie camera and attachments]

A movie camera owned by Neil Gray, who was a driving force in the B.C. dairy industry as a previous General Manager for the Fraser Valley Milk Producers’ Association, Director of the National Dairy Council of Canada, President of the B.C. Dairy Council, and member of the B.C .Dairy Historical Society.

 

RBSC-ARC-1875-SPLP-07 – Approaching Prospects. One of two LPs from the 1940s, records of salescasts presented by the Milk Industry Foundation that were used to evaluate and teach dairy salesmen. Each is a one-of-a-kind reference recording, used to test the master recording before making copies to distribute.

 

 

As of 2023, dairy was the top agricultural commodity in B.C. This collection documents the work of dairy co-operatives, producers, and other industry professionals to develop that market.  

If you think about us the next time you visit the dairy aisle at your local grocery store, please contact RBSC about making a research visit. 

Meet Ethan Lui, recipient of the UBC Undergraduate Prize in Library Research

About the prize

The UBC Undergraduate Prize in Library Research is a way to showcase students’ effective and innovative use of library services, information experts and resources provided by the UBC Library. Applications for these prizes also provide students with an opportunity to reflect on their information-seeking experience, showcase their research beyond the classroom, and promote scholarship excellence at the undergraduate level at the University of British Columbia.

The Prize was established by UBC Library to encourage more and deeper use of its resources and collections, to advance information literacy at UBC, and to promote academic excellence at UBC.


Q: Could you tell us a little bit about your project?

My project, originally prepared for a course on the history of medicine taught by Dr. John Christopoulos, examined how a 16th century work on anatomy by Andreas Vesalius was received by his contemporaries. The book, which I got to see in-person through a workshop with the UBC Rare Books and Special Collections was pivotal in reshaping academic thought about anatomy and the teaching of medicine. With the help of UBC’s collections, I was able to illustrate what I thought was an overlooked narrative in tracing the history of this work. Where current literature had highlighted the revolutionary nature of the work and its demonstration of Vesalius’ genius, I decided to write about how its revolutionary nature also garnered a noticeable response by critics, which gives us further insights on how such a monumental work that challenged traditional academic discourse was received.

Q: What does winning this prize mean to you?

I’m immensely grateful and honoured to receive this award because it affirms that there is value in going the extra mile in consulting a variety of resources local to our institution when preparing an assignment. I am also happy to see undergraduate research be acknowledged and celebrated in our community.

Q: What are your plans for the future?

In the short term, I want to continue learning as a student researcher in the arts. Whether it be work in engaging with communities, analyzing policies, or constructing a history, I really want to contribute to and be inspired by the complex world we live in. I’m currently doing some of this in a community-focused research project at UBC and would also love to continue some of the volunteering I did before completing my program. In the long term, I want to study law. I think there are several aspects of law school and being a law student that suit my interests and passions, and law has been a topic that I’ve wanted to focus my studies towards for a while.

Q: Do you have a favourite research spot at UBC Library?

I really like the Woodward Library. From the memorial room with its beautiful tapestry, to the study carrels with plenty of light, or nooks with lush plants, I think there is a space for everyone, which makes it my favourite.


Meet Ridhwanlai Badmos, recipient of the UBC Undergraduate Prize in Library Research

About the prize

The UBC Undergraduate Prize in Library Research is a way to showcase students’ effective and innovative use of library services, information experts and resources provided by the UBC Library. Applications for these prizes also provide students with an opportunity to reflect on their information-seeking experience, showcase their research beyond the classroom, and promote scholarship excellence at the undergraduate level at the University of British Columbia.

The Prize was established by UBC Library to encourage more and deeper use of its resources and collections, to advance information literacy at UBC, and to promote academic excellence at UBC.


Q: Could you tell us a little bit about your project?

My primary objective was to address a significant gap in existing research, particularly regarding variations in suicide rates across demographic groups, including gender, age, ethnicity, and socioeconomic status. Inspired by Leigh Joseph, whom I learned about in Dr. Tara Lee’s WRDS 150 class, and her rejection of colonial research in favour of Indigenous epistemology, I gained the confidence to ground my study firmly within my community.

What resonated most deeply with me during my research was the profound resilience found in Muslim communities. Despite considerable stigma and substantial barriers to mental health resources, individuals consistently displayed extraordinary strength, a remarkable capacity to recover from adversity through perseverance and faith, and they always came together to support someone in need. I employed technical methodologies, such as grounded theory and thematic analysis, to ensure a rigorous and meaningful contribution to the field. Ultimately, my goal was to foster a deeper understanding and to inspire impactful conversations about mental health within the greater Muslim community.

Q: What does winning this prize mean to you?

Winning this prize means a great deal; it genuinely feels surreal. Personally, it symbolizes joining a broader movement at UBC that champions impactful research, reminding me that there are people who care about addressing critical issues in our society. The incredible work being done on campus is inspiring, and I feel truly honoured and a bit giddy to be recognized alongside my fellow awardees.

Research can often feel like a lengthy and solitary journey, but recognition like this validates the importance of the work and rekindles my passion for the process. There’s a quote I particularly resonated with this past year: “Love is for those who love the process.” This award not only encourages but also serves as a platform to further pursue meaningful change through my work.

Q: What are your plans for the future?

I’m excited to share that I’m currently a research mentee at Stanford’s Muslim Mental Health & Islamic Psychology Lab, on the Substance Use & Abuse team. One project I’m contributing to focuses on examining digital health tools and technology-driven solutions for mental health. Driven by intentionality and curiosity, my future plans involve continuing my commitment to impactful research, developing innovative solutions in collaboration with communities, and working towards equitable health solutions that benefit everyone.

Coming from a background where pursuing research, especially as a young Black scholar, is uncommon, my summer experience at the MIT Media Lab working on the data activism project profoundly inspired me to embrace this path with determination. Initially, I questioned the balance between theoretical research and real-world application, but ultimately, my goal is to make tangible improvements in the lives of those around me.

Q: Do you have a favourite research spot at UBC Library?

As much as I’d love to gatekeep this gem—in the spirit of this award—I’ll share it. The Education Library at Neville Scarfe might be the most underrated library on campus; it’s unmatched, and I spent a few early mornings there this past semester. The Ridington Room is a close second.


Meet Ciara Albrecht, recipient of the UBC Undergraduate Prize in Library Research

About the prize

The UBC Undergraduate Prize in Library Research is a way to showcase students’ effective and innovative use of library services, information experts and resources provided by the UBC Library. Applications for these prizes also provide students with an opportunity to reflect on their information-seeking experience, showcase their research beyond the classroom, and promote scholarship excellence at the undergraduate level at the University of British Columbia.

The Prize was established by UBC Library to encourage more and deeper use of its resources and collections, to advance information literacy at UBC, and to promote academic excellence at UBC.


Q: Could you tell us a little bit about your project?

This project consists of a primary source portfolio, my annotations, and a ‘wandering’ essay that traces my research path. The idea was to engage with historical materials, as a practice in working with primary sources in order to produce original analysis and interpretations, much of which would be expanded on in the essay component. I’d done a lot of work with material sources in my archaeology courses, and I really wanted to take the skills and approaches I picked up there and apply them to this project, since it presented a really great opportunity to interact more with visuality and materiality. In the process of looking for sources on Irish Lace to include in this project, I found that there was this interesting discrepancy, where there were a lot of historical accounts from the perspectives of consumers, but the identities of the lace-makers and knowledge of their conditions was strikingly absent, even in museum records. I was so fascinated by the absence of the lace-makers and of Ireland itself within these accounts, and I wanted my project to build upon this absence, trying to fill it through my analysis of artifacts, photographs, and other materials.

Q: What does winning this prize mean to you?

Winning this prize affirmed a lot of things for me, particularly that my approach of using materiality is something that works really well and that it can offer insight into events and historical actors that doesn’t always exist in written records. I love working with textiles especially, and I think this process of working on this project and through my reflection for the prize application has made me far more comfortable working within this area of textile and fashion history, which I hope to keep pursuing. On another note, this project has been so special to me because so much of this project intersects with my family’s history and my own experiences working in similar fibre-arts like crochet and embroidery. In fact, through researching this project and discussing it with my family, I found out that my great-grandmother was a lacemaker in the late 19th century, and a lot of my sources mentioned the area she was working in. Through this project, I was able to learn more about the experiences of my great-grandmother and her fellow lace-makers, and getting a chance to share those experiences with others has truly been one of the best parts of this prize.

Q: What are your plans for the future?

For the immediate future, I’m going to Dublin in June to participate in an archaeological fieldwork course and to hopefully get some research done for my honours thesis. While the site I’ll be working at is a medieval one, a lot of the coursework deals with this history and how it’s represented, including visits to museums and other archaeological sites in the area. I’m hoping this experience helps me build on the skills I’ve been developing through this project and others. For my thesis, I really want to continue looking at Irish textiles and how they intersect with some really pivotal moments in the 19th and 20th centuries, whether that’s the Great Famine, the Celtic Revival, or Irish Independence. And while I’m not sure if I’ll be focusing on Irish Lace specifically, a lot of the resources and ideas I encountered during this project will certainly be shaping my approach to future research. Beyond my thesis, I want to continue doing this sort of analysis and work with textile materials, because there is something so magical about encountering historical or archaeological handicraft and working with it. And while I’m a bit torn between pursuing archival studies and conservation work after my undergraduate degree, I’ve been able to find myself a niche that I enjoy working with, and that I see myself continuing in.

Q: Do you have a favourite research spot at UBC Library?

Most of this project was researched and written in the Ridington Room at the MAA Library, which I think is one of the coziest places on campus, especially on a rainy day. But as far as research spots go, I’d have to say the Koerner Library is probably my favourite, since there’s just so many interesting books and resources there. I’ve been able to find just about anything, whether it be commentaries on Shakespeare, 19th century journals, or microfilms of medieval manuscripts. I would definitely recommend poking around to see what you can find, even if it’s just for fun. There is almost always a nice, quiet corner to get some work done, and having all those books and resources nearby definitely helps me stay grounded during my research.


Indigenous Stories of the Klondike Gold Rush: Part 2 – Chief Isaac

In our last post, we introduced the Tr’ondëk Hwëch’in people and the important role they played during the Klondike Gold Rush era, guided by photos from the Phil Lind Klondike Gold Rush Collection. This week, we examine the impacts the Gold Rush migration had on the Tr’ondëk Hwëch’in and their traditional territory, and meet ever-revered Tr’ondëk Hwëch’in chief Chief Isaac.

For important contextual information about 19th– and 20th-century photographic representations of Indigenous people, and the outdated language present in the Phil Lind Collection, please visit our previous blog post.

Impact on the Tr’ondëk Hwëch’in & the land

Settler descriptions of the landscape during the Klondike Gold Rush era painted an image of a hostile territory, portraying the land as “treacherous [and] empty”, despite the fact that it was inhabited by around 200 Tr’ondëk Hwëch’in people at the time.

Though many prospectors did not intend to settle permanently, historian Charlotte Gray nonetheless describes the migration as one of conquest. Photos in the Phil Lind Collection show sprawls of tents around the Yukon and Klondike Rivers, offering a visual representation of the magnitude of the migration.

“Klondike City, and the mouth of Klondike R.” (1898)

As plots of land in Dawson City were too expensive for many prospectors, they began to occupy Tr’ochëk, a traditional Tr’ondëk Hwëch’in fishing settlement along the Yukon River, even erecting their tents between Tr’ondëk Hwëch’in homes.

Tr’ochëk after settler occupation, labelled “Klondyke City” (1899)

They renamed the settlement Klondike City, an English corruption of “Tr’ondëk”, which translates to “hammer river”.

This photo’s caption gives credit to the origin of the river’s name, though mistranslates it (sometime after 1896)

This occupation had drastic impacts on the natural landscape upon which the Tr’ondëk Hwëch’in relied for centuries, forcing them to change their traditional survival patterns. Settlers chopped down trees, ripped up creeks, and overhunted, which resulted in a major decrease in moose and caribou.

Settlers were not only generally careless about the damage they caused to the land, but were also apathetic or even hostile toward the Tr’ondëk Hwëch’in people.

Chief Isaac

The lasting legacy of Chief Isaac, Tr’ondëk Hwëch’in chief during the Klondike era, is one of strength and resilience for the Tr’ondëk Hwëch’in people. A skilled negotiator and vocal advocate for his people, he was respected by the Tr’ondëk Hwëch’in and settlers of Dawson City alike.

While few settlers attempted to learn the Hän language, Chief Isaac (whose traditional name is not known) learned English, giving public speeches and advocating for his people in local newspapers, including the Klondike Nugget and the Dawson Daily News.

Dawson Daily News (1909), one of the newspapers in the Phil Lind Collection

Chief Isaac worked hard to maintain diplomatic relations with the settlers, but was unafraid of criticizing their indifference toward their dispossession of his people. In a local newspaper, he wrote:

“Million white man come and cut down Indian’s wood, kill Indian’s game, take Indian’s gold out of the ground,

give Indian nothing. Game all gone, wood all gone, Indian cold and hungry, white man no care.”

As the stampeders’ incursion on Tr’ochëk became increasingly invasive, Chief Isaac decided to relocate his people. They set their sights on Moosehide Village, a traditional fishing camp south of Dawson City. Despite friction from the Northwest Mounted Police, who had unofficially laid claim on the site for their new compound, Chief Isaac was resolute. In 1900, the Tr’ondëk Hwëch’in moved to Moosehide Village, where they built a thriving community.

“Chief Isaac’s Salmon-Racks” (published in book in 1900)

 Legacy of the Klondike Gold Rush 

The Klondike Gold Rush had lasting impacts on the Tr’ondëk Hwëch’in and their territory. Their rivers’ gold held the promise of great prosperity for the nation, however, the descent of 100,000 prospectors decimated their land, displaced them, and as former Tr’ondëk Hwëch’in chief Chief Roberta Joseph states, “left [them] with nothing”.

Cultural portrayals of the Klondike Gold Rush have historically been recounted from a settler perspective, obscuring the experiences of First Nations peoples. As Kaska Dene artist Joseph Tisiga notes, the cultural identity of the Yukon Territory hinges upon a romanticization of the Gold Rush era, negating the rich cultures of Indigenous communities that have inhabited the region for millennia.

Tr’ondëk Hwëch’in territory, in a book about the Yukon (1898)

The Tr’ondëk Hwëch’in today

The mass settler migration of the Klondike Gold Rush era had deeply damaging impacts on the Tr’ondëk Hwëch’in and their territory. Despite having to adapt their traditional ways, they maintained many cultural practices, and the nation thrives today. Like all First Nations in the Yukon Territory, they are self-governing, enabling them to guide the law that governs their land.

The Tr’ondëk Hwëch’in are committed to preserving and practicing their culture and teaching it to future generations. They hold biennial gatherings at Moosehide Village, have established the Dänojà Zho Cultural Centre, and teach Hän in schools.

View of the Yukon River from Moosehide Trail, which leads to Moosehide Village (1908)

Tr’ochëk was designated a National Historic Site of Canada in 2002, emphasizing it as a core component of Hän, Yukon, and Canadian heritage. During the Klondike Gold Rush, settler occupation may have rendered the location one of great turmoil. But today, Tr’ochëk is a tranquil place where Tr’ondëk Hwëch’in citizens and others can reflect on the land’s expansive Indigenous history, which began long before the Klondike Gold Rush.

New Books at the Asian Library (May 2025)

New Books at the Law Library – 25/06/03

LAW LIBRARY level 3: HV9960.C2 P47 2023
B. Perrin, Indictment: The Criminal Justice System on Trial (Aevo UTP, 2023).
Online access: https://resolve.library.ubc.ca/cgi-bin/catsearch?bid=13282054

LAW LIBRARY level 3: K1401 .C735 2017
K. Darling & A. Perzanowski, eds, Creativity Without Law: Challenging the Assumptions of Intellectual Property (New York University Press, 2017).

LAW LIBRARY reference room (level 2): KE1232 .W44 2025
C. Essert, J.W. Neyers, E.J. Weinrib, Tort Law: Cases and Materials, 6th ed (Emond Montgomery Publications, 2025).

LAW LIBRARY level 3: KE3663.E94 U57 2025
R. Coelho, K.S. Gaind & T. Lemmens, eds, Unravelling MAID in Canada: Euthanasia and Assisted Suicide As Medical Care (McGill-Queen's University Press, 2025).

LAW LIBRARY level 3: KEQ451 .A32 2010
F. Ádám, A polgári jogi felelösség útjai vegyes jogrendszerben, Qúebec, Kanada (Elte Eötvös Kaido, 2010).

LAW LIBRARY level 3: KRX1750 .A88 2022
R.A. Atuguba, The New Constitutional and Administrative Law of Ghana: From the Garden of Eden to 2022 (University of Ghana Printing Press, 2022).