2000-013
Academic Resources Office Subject Files
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Academic Resources Office files | CY + 2 years | 5 years | CY + 7 years | Selective Retention by Archives |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 the administration of the Academic Resources Office (ARO) and the operation of its programs. The ARO administers the university's financial assistance programs and offers student advising services on both financial and academic matters.
Records include correspondence, memoranda, printed email, forms, project files, reports and statistics; committee agendas, minutes and supporting papers; appointment books, policies and procedures, and legal files; budget planning records, transaction and summary reports, invoices, receipts and vouchers; equipment warranties, manuals and documentation; work orders; job descriptions and classification files, work and vacation schedules; presentations, workshop and event files, publications and brochures; working papers and reference files.
This is a default schedule covering all the ARO records UNLESS a more specific RRSDA applies. See also the following retention schedules:
- General RRSDAs for records common to all (or many) university departments.
- RRSDA 2000-017, Academic Resources Office Student Advising Files.
- RRSDAs 2000-018 and 2000-019 for records of Senate committees (CRUA and SUAAC) which the ARO keeps as committee secretariat.
These records are created, used, retained and managed in accordance with the following authorities:
Total retention period of "CY + 7 years" was chosen as the default for ARO files because this covers any residual fiscal or legal value files possess and because there are some operational records series relating to government grant and loan programs that require this retention period. Files with shorter retention requirements and which do not need to be sent the University Records Centre are noted in the ARO File Classification Plan.
A File Classification Plan for ARO records was developed in the fall semester 2000. The Plan provides detailed guidelines for classifying records and applying retention periods tailored to the classification categories. Not all the records covered by this RRSDA need be retained for the full 7-year retention period and these exceptions are noted in the Classification Plan. The ARO is responsible for maintaining and revising the Plan as needed. Any changes affecting retention rules and/or final disposition must be approved by the University Archivist.
RRSDA is in force.
Approved by the University Archivist: 20 Dec 2000