Communication Distribution Lists

Function

Administration

PIB

PIB-159

RRSDA Number

2026-005

Department

All University Departments

Description, purpose and use of records

The series consists of lists of contact information used to disseminate information (typically via email) to current students, employees, or affiliates of SFU.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Communication distribution lists	S/O	Nil	S/O	Destruction

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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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:

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)

Retention rationale

Distribution lists are maintained by departments to support ongoing operational, administrative, and communication needs of SFU. These lists should routinely updated as roles, memberships, and organizational structure change. Once a distribution list is superseded (i.e., no longer current) or no longer required for reference or operational purposes, it ceases to have administrative value and may be destroyed once superseded.

Please note: Departments should ensure all distribution lists are managed in accordance with Canada's Anti-Spam Legislation (CASL). See Anti-spam (CASL) Compliance from Information Systems at SFU.

Status

RRSDA is in force

Approval Date

23 Jun 2026

Last Revised Date