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Senate Transcripts and Audio Tapes
Function
Governance
PIB
No
RRSDA Number
2008-001
Department
Senate
Description, purpose and use of records
Records documenting the deliberations of Senate and used to assist in the drafting of the official minutes of Senate meetings. The audio tapes are transcribed verbatim and then the transcriptions are condensed into the official minutes. Records also used as a reference aid for Senators who wish to review deliberations that occurred during their term of office.
Records include typed transcriptions, attendance rosters with typed names and corresponding signatures, and audio tapes.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Transcripts | CY + 1 year | 4 years | CY + 5 years | Full Retention by Archives |
| Audio Tapes | After transcripts have been prepared + 1 year | Nil | After transcripts have been prepared + 1 year | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- University Act (RSBC 1996, c. 468)
- Rules of Senate (September 18, 2006)
Retention rationale
Transcripts: A total retention period of "CY + 5 years" for transcripts of Senate meetings is a sufficient timeframe to allow for both the preparation of the Senate minutes and for consultative access by Senators wishing to review the records of past deliberations to confirm or clarify some point or issue.
Recordings: Retaining the recordings of Senate meetings for one additional year after the transcripts have been prepared is a sufficient timeframe to allow for the preparation of Senate minutes and for consultative access by Senators wishing to review the records of past deliberations to confirm or clarify some point or issue.
related RRSDAs
Status
RRSDA is in force
Approval Date
6 May 2008
Last Revised Date
20 Jun 2023