SFU Records Retention Schedule and Disposal Authority (RRSDA)
Vice-President Academic Office Subject Files

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

RRSDA number


Record series

Vice-President Academic Office Subject Files

Office of Primary Responsibility (OPR)

Vice-President Academic and Provost, Office of the

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
VP Academic CY + 3 years 2 years CY + 5 years Selective Retention by Archives

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Records are created and used in support of the administrative and operational activities and responsibilities of the VP Academic Office.

Records include correspondence, policies and procedures, agendas and minutes of committee and other meetings, copies of cheque requisitions, copies of purchase orders, copies of financial statements and commitment reports, budget papers, reports, program proposals, studies, statistics, copies of brochures, bulletins and other generally distributed materials, rough notes and working papers.

The activities of the VP Academic Office include academic planning and relations; proposals and decisions of the VP Academic relating to Faculty and Departmental business; budget planning and administration for the VP Academic Office and its subsidiary offices; ongoing business between the VP Academic Office and other senior executive offices such as the President and other Vice Presidents; topical issues of interest and concern to the VP Academic; relations and liaison with other post-secondary institutions, governments, businesses and private organizations and associations.

Retention rationale

Although there is no fixed term of a VP Academic's appointment, by convention it has typically been five years. The total retention period ensures that records of a former VP Academic will remain under the custody and control of the Office and be available for use by his or her successor.

Retention and filing guidelines

At the end of the active retention period and before the records are transferred to the University Records Centre the following documents are culled and destroyed: chronological correspondence (flimsies), copies of Senate and Board of Governors minutes and minute summaries (unless annotated) and copies of routine 'housekeeping' financial papers such as cheque requisitions, purchase orders, commitment reports and other financial forms which are copies of items retained by Financial Services.


RRSDA is in force.

Approved by the University Archivist: 27 Jun 1995

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