SFU Records Retention Schedule and Disposal Authority (RRSDA)
Board of Governors Meeting Support Papers

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

RRSDA number


Record series

Board of Governors Meeting Support Papers

Office of Primary Responsibility (OPR)

Board of Governors

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
University Secretariat CY + 5 years 10 years CY+ 15 years Full Retention by Archives
Copies in all other departments S/O when no longer needed Nil S/O when no longer needed 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Documents used by Board members as background material to support their deliberations and decisions.

Records include correspondence, meeting agendas, minutes of previous board meeting, committee agendas, reports, proposals, financial statements, cv's, copies of academic appointment forms and minutes of the Academic Operations Committee and the Finance and Administration Committee.

Prior to each Board meeting a package of material consisting of the above noted documents is sent to each Board member, selected University officials and campus organizations. This material is used to prepare for an upcoming Board meeting. The records relate to those matters to be considered and approved by the Board of Governors or received for information by the Board.

Retention and filing guidelines

Upon approval of the Board Minutes, one set of Meeting Support Papers for that particular Board meeting are reproduced by the University Secretariat and sent to the Archives for storage as a vital record.

Copies of Board support papers circulated to university departments for information purposes should be retained only as long as needed by the department, then destroyed.


RRSDA is in force.

Approved by the University Archivist: 6 Feb 1998

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