SFU Records Retention Schedule and Disposal Authority (RRSDA)
Labour Relations Subject Files

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

RRSDA number


Record series

Labour Relations Subject Files

Office of Primary Responsibility (OPR)

Human Resources

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Human Resources: CY + 35 yrs 15 yrs CY + 50 yrs Selective retention

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Series comprises files created by the Employee Relations program of Human Resources to support its work pertaining to labour relations and negotiations between the University and the unions and associations representing University employees.

Records include collective agreements, strike files, correspondence and memoranda, minutes of committee meetings, complaints, arbitrations, lists of representatives and arbitrators, interpretation files, certification files, and letters of agreement.

The files are arranged by a block numeric classification plan, broken down by bargaining group.

Note that following the conclusion of negotiations with each bargaining group, a copy of the original signed collective agreement will be sent to the Archives for off-site storage as a vital records copy. These records are scheduled separately under RRSDA 1998-036.

See also:

RRSDA 2010-005, Bargaining Unit Negotiations and Agreements


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

Retention rationale

A total retention period of "CY + 50 years" is required for these records, as they retain on-going administrative value for understanding past practices, precedents, and policies and for interpreting language in agreements with bargaining units.

Retention and filing guidelines


CY = current year a labour relations subject file is closed.


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: copies of obsolete legislation; multiple published copies of agreements; obsolete lists of union representatives and potential arbitrators; draft documents which were superseded by final versions (unless annotated with unique information); rough notes and working papers (unless particularly relevant to a decision document or policy).


RRSDA is in force.

Approved by the University Archivist: 14 Jan 1999

Last revised: 11 February. 2011

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