1999-042
Appointment Books
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| All university departments | S/O when appointment book completed + 2 years | Nil | S/O when appointment book completed + 2 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records created by university departments to schedule and track appointments, meetings, deadlines and other significant events for departmental personnel.
Records may include paper and electronic appointment books, day-timers, organizers and calendars.
Note that this RRSDA applies only to appointment books used solely for scheduling and time-management purposes. Where the records are annotated extensively with notes of meetings and appointments (and so are used in addition as a record of the event itself), appointment books should be integrated into the department's general office files and scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files. See Filing and Retention Guidelines below.
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
These records are primarily used to manage future events rather than to reconstruct past ones. The actual events and actions are better documented in the associated paper / electronic files (meeting records, correspondence, memoranda). Where appointment books are extensively annotated as a record of an event, they should be integrated into the department's general office files and scheduled under the appropriate RRSDA.
This schedule applies to appointment books used solely for time-management and scheduling purposes. The records may be paper or electronic.
We strongly recommend using appointment books, calendars, day-timers and similar records for event-scheduling purposes only. We recommend against annotating appointment books with notes of the meetings and events that took place. Appointment books are university records and are subject to access requests under the Freedom of Information and Protection of Privacy Act. Best practice is to write up a formal memorandum or note to file to create a record of the meeting or event and file it with the other records related to the event.
Where appointment books are extensively annotated and do function as records of events, do not apply this schedule. Rather, the appointment books should then be considered as part of the department's general office files and scheduled under the appropriate RRSDA. See RRSDA 1999-005, General Administrative, Program and Subject Files.
In the event of a dispute (grievance, misconduct investigation, Human Rights Commission complaint, lawsuit) which requires an appointment book to be retained as evidence: do not apply this schedule until the case is closed, retain for one additional year then destroy.
RRSDA is in force.
Approved by the University Archivist: 5 Dec 2000