SFU Records Retention Schedule and Disposal Authority (RRSDA)
Unsolicited Employment and Fellowship Application Files

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

RRSDA number


Record series

Unsolicited Employment and Fellowship Application Files

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: CY Nil CY 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to unsolicited applications received by university departments for employment or fellowships.

Records may include correspondence, memoranda and email; application forms, CVs, resumes, letters of reference, transcripts, and other supporting documentation submitted by the applicant.

Do not apply this schedule to the records relating to unsuccessful applicants to an advertised position. Use the appropriate Competition Files RRSDA (1999-024 for academic positions, 1997-013 for non-academic staff positions, and 1999-012 for senior administrative positions).


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

Retention rationale

The records have no on-going administrative value and because they were received unsolicited, there are no legal retention requirements under the FOI/POP Act (RSBC 1996, c. 165) or other statute.

Retention and filing guidelines

Open a new file for these records at the beginning of each calendar year; close at the end of the year and destroy immediately. Do not send these records to the University Records Centre (URC). Records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.

Departments wishing to retain the resumes of promising applicants should open a separate file for these under "Recruitment." This file should be regularly weeded.


RRSDA is in force.

Approved by the University Archivist: 9 Nov 2000

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