SFU Records Retention Schedule and Disposal Authority (RRSDA)
Accident Reports

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

RRSDA number


Record series

Accident Reports

Office of Primary Responsibility (OPR)

Environmental Health and Safety (EHS)

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Occupational Health and Safety: CY accident occurred + 2 years 8 years CY accident occurred + 10 years Destruction
Copies in all other university departments: CY accident occurred + 1 year Nil CY accident occurred + 1 year 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Records made or received in reporting and investigating accidents involving university employees.

Records include SFU Accident Investigation Reports, Workers' Compensation Board Reports and forms, correspondence and memoranda.

The Occupational Health and Safety Office is the Office of Primary Responsibility (OPR) for these records. Employees / Supervisors must send an Accident Investigation Report to the Health and Safety Office, with one copy to the employee's department.


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

Retention rationale

The 10-year retention is prescribed by Occupational First Aid Regulations (BC Reg. 344/93, s. 6).

Retention and filing guidelines

Human Resources (OPR)

The Occupational Health and Safety Office staples or clips together records relating to each case and files them chronologically by calendar year; where a case involves extensive documentation, create a separate case file.

All other departments (Non-OPR)

Open an Accident Reports file each year and file records chronologically; close the file at the end of the year, retain for one additional year, then destroy. Alternatively, file the Reports on the employee's Personnel File.


RRSDA is in force.

Approved by the University Archivist: 18 Feb 1999

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