2010-008
Policy Case Files
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Case Files | S/O + 1 year | Nil | S/O + 1 year | Selective retention |
| Preparatory Records | S/O + 1 year | Nil | S/O + 1 year | Selective 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 documenting the negotiation and formulation of university policies and procedures.
Records include preparatory and reference material, notes, correspondence, reports or other records that initiate the creation of a new policy, feedback from interested parties, interpretations, and draft policy instruments.
See also:
RRSDA 2005-001, Policies and Procedures
These records are created, used, retained and managed in accordance with the following authorities:
The records have value in documenting the negotiation, formulation, interpretation and revision of university policy instruments. The records cease to be of value to creating departments once a policy or procedure is replaced by a newer version or is repealed altogether (i.e., until a policy or procedure becomes superseded or obsolete).
CLASSIFICATION
Open a separate case file for each policy and procedure to document the circumstances of it's negotiation, formulation, and interpretation. Add a descriptive file title that includes the numbering and name of the policy document (e.g., A10.01, Academic Appointments).
RETENTION
Case files document the negotiation, formulation, interpretation and revision of university university polices and procedures. These case files should be maintained by the creating department until the policy instrument is replaced by a newer version or is repealed altogether (i.e., until a policy or procedure becomes superseded or obsolete). Thus, the total retention period of "S/O + 1 year".
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 policy or procedure is repealed or reopened + 1 year) 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