Step 1: Identify the applicable RRSDAs

SFU Records Management prepares Records Retention Schedules and Disposal Authorities (RRSDAs or ‘retention schedules’ for short) to assist University Departments with organizing and disposing of their records. There are about 200 RRSDAs for different types of University records. RRSDAs have several parts, and it might take some practice to learn how to read and apply them.

The first thing you need to do is to determine which RRSDA, or retention schedule, applies to your records. Once you have located the correct RRSDA, you need to verify who is the Office of Primary Responsiblity (OPR) or if that RRSDA is one that applies to any department in the university.

Read through the Description, purpose and use of records section of the RRSDA. If the description is a good match for your records, this will be the retention schedule to use.

Locating the RRSDA that applies to your records:

You can browse through the RRSDAs based on the function, department, title or number. They are organized in these different categories to assist with locating the correct RRSDA, and all RRSDAs are listed in the different browse indexes.

If you are unsure about where to find the correct RRSDA, you might begin by looking at the function of your records (e.g. research, human resources, teaching, student records, etc). Or search by department to see if you have any RRSDAs that apply specifically to your area. You can also scan through the titles and find ones that might fit your records.

Reading a retention schedule:

An RRSDA consists of different parts and it can take practice to learn how to read one. Hover over each section of each section of the  interactive document below to access information about how to read an RRSDA.

What is an  "OPR"?

OPR stands for "Office of Primary Responsibility" and is indicated at the top of an RRSDA in the Basic Information section. In some cases, the OPR will be All Departments. In other cases, only one department is the OPR for that type of record at SFU.

The RRSDAs, along with the Personal Information Directories and the Model Classification Plan, make up the Directory of University Records. This directory is the primary guide for records and record keeping systems at SFU. See the Directory of University Records for more information.

Frequently used RRSDAs

Departments can be quite different across campus, producing different kinds of university records. However, for a place to start, take a look at these RRSDAs that tend to apply to a large number of departments:

 

If you cannot find a good match for your records, you may need to request records retention scheduling for your department.

If you do not find an RRSDA that is a close match for your records, please contact the Records Management Archivist about requesting records retention scheduling services. You cannot transfer records to the Records Centre without an applicable RRSDA