{"id":1242,"date":"2012-11-02T13:32:35","date_gmt":"2012-11-02T18:32:35","guid":{"rendered":"http:\/\/ipo.info.yorku.ca\/?page_id=1242"},"modified":"2026-03-11T14:39:02","modified_gmt":"2026-03-11T18:39:02","slug":"crs-user-guide","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/","title":{"rendered":"Common Records Schedule User Guide"},"content":{"rendered":"\n<p>If you have not used the Common Records Schedule see <a title=\"Getting Started with the CRS\" href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/getting-started-with-the-crs\/\">Getting Started with the CRS<\/a> before using this guide.<\/p>\n\n\n<style>.kt-accordion-id1242_df4895-cf .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:8px;}.kt-accordion-id1242_df4895-cf .kt-accordion-panel-inner{padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id1242_df4895-cf .wp-block-kadence-pane .kt-accordion-header-wrap .kt-blocks-accordion-header{padding-top:var(--global-kb-spacing-xxs, 0.5rem);padding-right:var(--global-kb-spacing-xs, 1rem);padding-bottom:var(--global-kb-spacing-xxs, 0.5rem);padding-left:var(--global-kb-spacing-xs, 1rem);}@media all and (max-width: 767px){.kt-accordion-id1242_df4895-cf .kt-accordion-inner-wrap{display:block;}.kt-accordion-id1242_df4895-cf .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:8px;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-id1242_df4895-cf kt-accordion-has-9-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-arrow kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"true\" data-start-open=\"none\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-3 kt-pane1242_57153c-ee\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Introduction<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/introduction\/\">Introduction<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/introduction\/#RolesResp\">Roles and Responsibilities<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/introduction\/#Scope\">Scope<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-4 kt-pane1242_c872b3-2d\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Classify Records<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step1-classify-records\/\">Classify Records<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step1-classify-records\/#FilePlan\">Creating a File Plan<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step1-classify-records\/#Functions\">Functions<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step1-classify-records\/#FileClass\">File Classes<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step1-classify-records\/#OPR\">Office of Primary Responsibility<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-5 kt-pane1242_1c710f-1a\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">File and Maintain Records<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/\">File and Maintain Records<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records#RIMProtocol\">Creating an Office RIM Protocol<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/\">Recordkeeping Systems<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/#OfficialFormat\">Official Format<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/#KeepTrack\">Keeping Track of Files and Folders<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/#OpenFF\">Opening Files and Folders<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/#UsingDocsFiles\">Using Documents and Files<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-2-file-and-maintain-records\/#CloseFF\">Closing Files and Folders<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-6 kt-pane1242_5bb999-1b\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Retain Records<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-3-retain-records\/\">Retain Records<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-3-retain-records\/#RetTrigger\">Retention Triggers<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-3-retain-records\/#OPRnonOPR\">OPR versus non-OPR<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-3-retain-records\/#PermRet\">Permanent Retention<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-3-retain-records\/#RecStorage\">Records Storage<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-7 kt-pane1242_ff594a-d4\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Disposition<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-4-dispose-of-records\/\">Disposition<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/step-4-dispose-of-records\/#DispMethod\">Disposition Methods<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-8 kt-pane1242_d7cb16-95\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Special Issues in Records Management<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/\">Special Issues in Records Management<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/#Email\">Email<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/#CaseFiles\">Case Files<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/#EDatabase\">Electronic Databases and Systems<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/#VitalRec\">Vital Records<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/special-issues\/#Feedback\">Feedback and Assistance<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-9 kt-pane1242_5d5a79-a8\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Appendix<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/records-management\/crs-user-guide\/appendix\/\">Appendix<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.yorku.ca\/unit\/ipo\/wp-content\/uploads\/sites\/1054\/2013\/03\/Sample-File-Plan.pdf\">Sample of a File Plan<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div style=\"height:200px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>If you have not used the Common Records Schedule see Getting Started with the CRS before using this guide.<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":798,"menu_order":0,"comment_status":"closed","ping_status":"open","template":"","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[],"class_list":["post-1242","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This 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