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

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

RRSDA number


Record series

Vice-President Research Office Subject Files

Office of Primary Responsibility (OPR)

Vice-President Research, Office of the

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
VP Research 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 Vice-President Research Office.

Records include correspondence, policies and procedures, agendas and minutes of committee and other meetings, 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 Research Office include the development of research strategies, policies and procedures; the monitoring of research activities including research protocols and the ethical approval of research; the administration of Centres and Institutes; budget planning and administration for the VP Research Office; ongoing business between the VP Research Office and Faculties and Departments and the other senior executive offices such as the President and Vice Presidents; relations and liaison with other post-secondary institutions, governments, businesses, private organizations and associations.

Note: Records created/received by Discovery Park Inc. (DPI) are not official records of Simon Fraser University. DPI records are not filed with official records of the University, are maintained separately and are identified as personal private papers. DPI records are not subject to University Archives and Records Management policies and are not covered by the Freedom of Information and Protection of Privacy Act.

Retention rationale

Although there is no fixed term of a VP Research's appointment, by convention it has typically been five years. The total retention period ensures that records of a former VP Research 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 Governor 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: 26 Sep 1995

Back to top