SFU Records Retention Schedule and Disposal Authority (RRSDA)
Election and Referenda Ballots

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

RRSDA number


Record series

Election and Referenda Ballots

Office of Primary Responsibility (OPR)

All University Departments (General Records Series)

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
All departments holding these records: CS vote was held + 1 semester Nil CS vote was held + 1 semester 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Ballots cast in elections and referenda held on matters internal to an office, department, faculty, research centre or institute, or related to the University as a whole.

Records consist of anonymous, completed ballot slips.


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

Retention rationale

The ballots are retained in the event of a dispute over voting procedures and / or results and thus needed for a recount. Such disputes are likely to arise shortly after the event. The active retention period of current semester + one additional semester allows time for appeals for recount. Any subsequent disputes will likely require a re-vote rather than a simple recount.

Retention and filing guidelines

Retain a record on file of who counted the ballots and the date of the count.


RRSDA is in force.

Approved by the University Archivist: 20 Nov 1998

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