Records Retention Schedules and Disposal Authorities (RRSDAs)
All University Departments (General Records Series)

Please be advised the Directory of University Records is undergoing revisions. Some of the RRSDAs and PIBs may be out of date. Anticipated launch of the revised site is spring 2023. Please direct any questions to the Records Management Archivist smalmas@sfu.ca.

The following Records Retention Schedules and Disposal Authorities (RRSDAs) apply to all university departments, either because:

• There is no specifically designated Office of Primary Responsibility (OPR) for the records; in these cases, the OPR = "All university departments"; i.e. each department that holds these records must act as the OPR.
• There is a designated OPR departments, but all or many other departments will also hold non-OPR copies of the records.

Click on an RRSDA number to view the full schedule. In addition to these schedules, you should also view your own department-specific schedules (i.e. RRSDAs for which your department is the OPR).

Administration

• Appointment Books (RRSDA 1999-042)
• Circulars and Directives (RRSDA 2001-004)
• Consent/Release Forms (RRSDA 2021-002)
• Copyright Permission Clearances (RRSDA 2005-007)
• Transitory Records (RRSDA 1999-061)

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Communications

• Audio-Visual Productions (RRSDA 2013-001)
• Digital photographs (RRSDA 2015-002)

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Finances

• Accounts Payable Transaction Files (RRSDA 1995-001)
• Accounts Receivable Transaction Records (RRSDA 2007-005)
• Bi-Weekly Time and Absence Records (RRSDA 2001-002)
• Emergency Purchase Orders (RRSDA 1995-012)
• Petty Cash Transaction Files (RRSDA 1995-014)
• Purchase Orders (RRSDA 1995-013)
• Purchase Requisition Files (RRSDA 1995-028)
• Quotes, Tenders and Request for Proposal (RFP) Files (RRSDA 1998-012)
• Staff and Dependent Tuition Fee Waivers (RRSDA 1997-028)
• Suppliers Files (RRSDA 1995-027)
• Telephone Extension Billing Reports (RRSDA 2001-003)

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Governance

• Board of Governors Committees Files (RRSDA 1996-003)
• Board of Governors Meeting Support Papers (RRSDA 1996-002)
• Board of Governors Minutes (RRSDA 1996-001)
• Committee Files (RRSDA 1999-003)
• Election and Referenda Ballots (RRSDA 1998-026)
• Human Rights Complaint Resolution Audio and Audio-Visual Records (RRSDA 1998-022)
• Human Rights Consultation and Voluntary Informal Resolution Case Files (RRSDA 1998-017)
• Human Rights Investigation Case Files (RRSDA 1998-019)
• Human Rights Mediation Case Files (RRSDA 1998-018)
• Legal Opinions and Advice (RRSDA 2010-004)
• Policies and Procedures (RRSDA 2005-001)
• Policy Case Files (RRSDA 2010-008)
• Provincial Ombudsperson Case Files (RRSDA 2010-001)
• Senate Agendas, Minutes and Supporting Papers (RRSDA 1997-002)
• Senate Committee Records (RRSDA 1997-003)
• Senate Original Working Papers (RRSDA 1997-001)

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Human Resources

• Accident Reports (RRSDA 1998-032)
• Competition Files: Academic Appointments (RRSDA 1999-024)
• Competition Files: Non-Academic Staff Appointments (RRSDA 1997-013)
• Competition Files: Senior Administrative Appointments, including Senior APSA & Excluded Appointments (RRSDA 1999-012)
• Grievance Case Files (RRSDA 1997-057)
• Job Descriptions (RRSDA 1997-040)
• Leave Application Files (RRSDA 1999-020)
• Personnel Files: Academic Employees (Continuing) (RRSDA 1996-004)
• Personnel Files: Academic Employees (Non-Continuing) (RRSDA 1994-002)
• Personnel Files: Non-Academic Employees (Continuing) (RRSDA 1997-036)
• Personnel Files: Non-Academic Employees (Non-Continuing) (RRSDA 1997-037)
• Personnel Files: Teaching Support Staff Union (TSSU) Employment Files (RRSDA 1999-045)
• Renewal, Tenure, Promotion and Salary Review Files (RRSDA 1999-019)
• Teaching Support Staff Union (TSSU) Work Performance Reports (RRSDA 2003-008)
• Unsolicited Employment and Fellowship Application Files (RRSDA 1999-066)

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Records and Information Management

• Access and Privacy Advice and Subject Files (RRSDA 2000-007)
• Freedom of Information Request and Privacy Complaint Case Files (RRSDA 1999-011)
• Records Disposal Authority Forms (RRSDA 1999-044)
• University Records Centre (URC) Transfers Files (RRSDA 2000-010)

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Research

• External Research Grant Files (RRSDA 1995-025)
• Internal Research Grant Files (RRSDA 1996-005)
• Research Agreement (Private Records) Files (RRSDA 1999-064)
• Research Contract and Agreement Files (RRSDA 1998-023)

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Student Services and Records

• Scholarship, Award and Bursary Application Files (RRSDA 1999-048)
• Service Provider Records (RRSDA 2004-005)
• Student Files - Graduates (RRSDA 2006-002)
• Student Files - Undergraduates (RRSDA 1999-016)
• Unsuccessful / Withdrawn Admissions Applications (RRSDA 1999-007)

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Teaching and Academic Programs

• Course Book Requisition Forms (RRSDA 1998-006)
• Course Files (RRSDA 1999-002)
• Examination Papers and Course Assignments (RRSDA 1995-018)
• General Administrative, Program and Subject Files (RRSDA 1999-005)
• Instructor / Course Evaluations: Faculty (RRSDA 1998-034)
• Instructor / Course Evaluations: Teaching Support Staff Union (TSSU) Employees and Independent Contractors (RRSDA 1999-006)

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Last updated: February 14, 2022