SFU Records Retention Schedule and Disposal Authority (RRSDA)
Transitory Records

RRSDA number

1999-061

Record series

Transitory Records

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 creating these records:	S/O	Nil	S/O	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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 of short-term usefulness, created to serve a temporary purpose and/or in the preparation of a final, official record. Upon completion of the final record, the working papers become transitory records and should be destroyed.

Transitory records include:

• data entry documents that are source material for an electronic system;
• rough notes, post-it notes, preliminary drafts and calculations (paper and word-processing) used in the preparation of the final version of correspondence, memoranda and reports;
• convenience copies (extra copies of records created and retained only for convenience of reference, including photocopies);
• duplicate stocks of publications, pamphlets, blank forms, informational material etc. which have no further usefulness;
• routine administrative correspondence (including email) relating to scheduling of meetings and appointments.

Authorities

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

• University Act (RSBC 1996, c. 468)
• Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)

Retention rationale

Transitory records are produced to complete an action or document; once the action or document is complete and finalized, the preparatory records are of no further use.

Retention and filing guidelines

Retain transitory records only for as long as needed; typically this will be when the event they help to bring about or the final document they are preparatory to is completed and finalized. Beyond this period the records have no further use and should be destroyed. Please be aware that any document kept on file is a university record and is subject to access requests under the Freedom of Information and Protection of Privacy Act.

Clearly label and date all draft documents (e.g. “Draft 3, Oct. 2000”). Long-term retention of drafts (especially when not clearly labelled) increases the risk of relying on inaccurate, unreliable and out-dated information when making decisions. We recommend destroying draft versions when the final document is completed. If need be, create a memorandum or note to file to summarize information or issues excluded or revised during the drafting process.

Avoid putting handwritten, rough notes on file; use the notes to prepare a formal memorandum or note to file, then destroy the rough copies.

Status

RRSDA is in force.

Approved by the University Archivist: 1 Dec 2000

Last revised: 8 January. 2014

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