2007-003
Director's Liaison Files
Ceremonies and Events Office
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Director's Liaison Files | CY + 4 years | 1 year | CY + 5 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made or received by the Director of Ceremonies and Events in his or her role as Simon Fraser University's liaison to the SFU Pipe Band and the SFU Choir. Includes records documenting the Director's role as administrator of university funds received by the groups, Pipe Band scholarship award nominations made by the Director, as well as travel, concert and compact disc recording arrangements made on behalf of the groups.
Records include correspondence, budget reports and working papers, financial statements, invoices, notes, lists, agreements, photographs, clippings and promotional material.
Files are arranged first according to group, then by subject and then chronologically, either by academic year or calendar year.
These records are created, used, retained and managed in accordance with the following authorities:
The administrative value of the records declines significantly after "CY + 5 years" due to the decreased relevance of the information in the records to the Director's current activities.
PHOTOGRAPHS
Photographs should not be removed from files prior to transfer to the University Records Centre (URC).
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CY + 4 years), box the files and transfer to the URC. Prepare and retain a file list of records transferred. For each box prepare a box contents listing, itemizing all files. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 20 Aug 2007