SFU Records Retention Schedule and Disposal Authority (RRSDA)
Newspaper Clippings

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Newspaper Clippings

Office of Primary Responsibility (OPR)

Public Affairs and Media Relations

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Public Affairs and Media Relations CS Nil CS Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Press clippings from British Columbia newspapers relating to news stories about Simon Fraser University and other universities in British Columbia. Press clippings are received from a commercial clipping service or are downloaded and printed from periodical indexing databases.

The clippings are used to monitor press coverage of SFU news and events, to formulate responses, if necessary, to that press coverage and to determine the sort of coverage the media gives to specific SFU news releases. When received by Public Affairs and Media Relations, the clippings are photocopied and distributed to interested parties on campus (i.e. the President and Vice-Presidents). Public Affairs and Media Relations staff also review the clippings and select those clippings which relate to a particularly newsworthy event or person, usually a faculty member, at SFU. These selected clippings are photocopied and filed in specific profile or other news information files (not yet scheduled) retained by Public Affairs and Media Relations.


These records are created, used, retained and managed in accordance with the following authorities:

Retention rationale

Clippings which relate to a significant SFU news event or faculty member are selected by Media and Public Relations staff and are photocopied and retained on various profile and news information files. After this process the clippings themselves have little administrative value and are subject to rapid physical decay. Microfilm copies of newspapers are available from other sources (SFU's library, the provincial Legislative Library, the major newspapers' own libraries).

Retention and filing guidelines

Destroy clippings at end of the total retention period. Do not send these files to the University Records Centre.


RRSDA is in force.

Approved by the University Archivist: 9 May 2000

Back to top