2000-008
Communications Log Database
Archives and Records Management Department
| Records | Action retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Archives and Records Management Department: | CY of communication + 1 year | 5 years | CFY of communication + 6 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to reference inquiries received by the Archives and Records Management Department from researchers, university departmental staff, or other organizations and individuals.
Records consist of electronic database entries documenting communications. The database is used to track and follow-up on inquiries, calculate reference statistics, and promote continuity of service and practice over time.
This database is used for the Archives and Records Management programs. Inquiries relating to the Freedom of Information and Protection of Privacy program are tracked by a separate database; see RRSDA 2000-007, Access and Privacy Advice and Subject Files.
These records are created, used, retained and managed in accordance with the following authorities:
Total retention period follows department's standard retention rule ("CY + 6"), facilitating application and covering any residual fiscal value and foreseeable legal value (under the BC Limitations Act) records may have. Inquiries and communications will also be documented in various paper file series and summarized in annual statistics.
At the end of the fiscal year (i.e. end of March), run statistical reports.
Retain two calendar years of records in the active database, then transfer to the Communications Log (Semi-Active) database file and delete from the Active database. Within the Semi-Active database records are retained by fiscal year; search for and delete records that have become inactive.
RRSDA is in force.
Approved by the University Archivist: 9 May 2000