2010-004
Legal Opinions and Advice
Vice-President Legal Affairs, Office of the
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Legal Opinions and Advice | CY opinions and advice solicited + 10 years | Nil | CY opinions and advice solicited + 10 years | Full retention |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 legal opinions and advice on the conduct of the University's operations. The Office of the Vice-President, Legal Affairs is responsible for contacting and coordinating with external legal counsel on behalf of the University and its departments and units.
Records include but are not limited to correspondence with external legal counsel.
Note that this RRSDA was originally drafted to cover legal opinions and advice solicited from external legal counsel. However, this schedule could also be applied to legal opinions and advice supplied by the Associate General Counsel in the Office of the VP Legal Affairs or any other university staff members qualified to supply such opinions and advice.
These records should not be confused with advice supplied by the Vice-President, Legal Affairs. See
RRSDA 2010-006, Legal Affairs Advice
These records are created, used, retained and managed in accordance with the following authorities:
Changes or developments in the law occur gradually over time that may make older legal opinions and advice outdated and unreliable. A total retention period of "CY opinions and advice solicited + 10 years" should be sufficient to meet the University's business needs, representing a timeframe in which opinions and advice can reasonably be relied upon as current and applicable.
CLASSIFICATION
See departmental file classification plan for guidance on naming and classifying these files.
ELECTRONIC RECORDS
Duplicate copies of records may exist in electronic form on a departmental shared drive and/or on individual desktops. These electronic duplicates are subject to the same retention periods and final disposition as file "originals". Responsibility to dispose of electronic "copies" of records in accordance with the recommendations in this RRSDA fall to the staff of the Office of the Vice-President, Legal Affairs.
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CY opinions and advice solicited + 10 years) box the files and transfer to the University Records Centre (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: 28 Jan 2011