SFU Records Retention Schedule and Disposal Authority (RRSDA)
Harassment Mediation Case Files

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

RRSDA number


Record series

Harassment Mediation Case Files

Office of Primary Responsibility (OPR)

Human Rights Office

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Harassment Resolution Office: CY case closed + 2 years 5 years CY case closed + 7 years Destruction
All other university departments: CY case closed Nil CY case closed Transfer to Harassment Resolution Office

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the intake, review and resolution of harassment complaints at the mediation stage as defined by the university's Harassment Policy (GP 18, Revision B 1998).

Records include correspondence, memoranda, Letters of Request, Notices of Decision, Notices of Withdrawal / Closure of complaint, Agreements, and notes to file.

Under Policy GP 18, complaints of harassment may be resolved by either informal or formal procedures. The resolution process passes through four stages: Informal - (1) Consultation; (2) Informal Resolution; Formal - (3) Mediation; (4) Investigation. Complaints may be resolved at any stage or proceed through all of them. This schedule applies to records relating to complaints which have gone through to formal mediation, i.e. (3) above. Records created during the earlier stages of the resolution process (Informal Resolution and Consultation) are carried forward as part of the case file.

Formal Mediation procedures begin with a written request for Mediation by either party to the Harassment Resolution Co-ordinator; the complaint is considered to go beyond Mediation to formal Investigation when either party provides a written request for initiating an Investigation to the Chair of the Harassment Resolution Policy Board.

Other Harassment administrators will be involved in the process of complaint resolution at the formal Mediation stage. Their files relating to the case are transferred to the HRO upon the complaint closing or their active involvement coming to an end. These files are added to the HRO case file, but maintained in separate folders, each clearly labelled with the title of the administrator who created the records.

Personal Information Bank (PIB)

This series is a Personal Information Bank; click here for PIB description.


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

Retention and filing guidelines

Use colour coding to distinguish case files which close at the Informal stages: (e.g. house them in green file folders).

When other administrators involved in the case transfer their files to the HRO, add these files to the HRO case file, but maintain them in separate folders, each clearly labelled with the title of the administrator who created the records.


RRSDA is in force.

Approved by the University Archivist: 17 Jul 1998

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