| Records | Active retention (in office) | Semi-Active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| OPR paper files | CY copy made + 3 years | Nil | CY copy made + 3 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete;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.
Forms maintained by the Archives and Records Management Department to track the copying of archival records for researchers, in compliance with the Regulations to the Copyright Act .
Records consist of Photocopy Request Forms indicating the records copied and the name of the researcher for whom records were copied.
The creation of these records is mandated by the federal government's SOR 99-325, Exception for Educational Institutions, Libraries, Archives and Museums, Regulations to the Copyright Act (R.S.C. 1985, c. C-30). These regulations came into force on September 1, 1999. The Regulation's provisions regarding record-keeping will be reviewed before January 1, 2004.
The Exceptions for Educational Institutions, Libraries, Archives and Museums Regulations to the Copyright Act (SOR / 99-325) came into force on September 1 1999, and stipulate in Section 5(3) a minimum 3-year total retention period for these records.
Open a new file for records for each fiscal year. File records by Fonds Number and, within these groupings, chronologically by date of photocopy.
Approved by the University Archivist
May 9, 2000