SFU Records Retention Schedule and Disposal Authority (RRSDA)
Access and Privacy Advice and Subject Files

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

RRSDA number


Record series

Access and Privacy Advice and Subject Files

Office of Primary Responsibility (OPR)

Archives and Records Management Department

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Archives and Records Management Department CY file closed + 1 year 5 years CY file closed + 6 years Selective Retention by Archives
All other university departments S/O when no longer needed Nil S/O when no longer needed Destruction
Electronic records in Archives' Index System database CY of advice + 6 years Nil Permanent Full Retention by Archives

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 access and privacy advice provided by the Archives and Records Management Department, primarily to university departments and members of the SFU community.

Records include correspondence, printouts from the Advice database and sample copies of reports, briefs, proposals, surveys, contracts, transaction documents, collections notices and other records relevant to the advice provided. This schedule also covers the electronic records retained in the Archives and Records Management Department's FOI/POP Advice database.

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 rationale

Total retention period follows department's standard retention rule ("CY + 6"), facilitating application and covering any residual or foreseeable legal value (under the BC Limitations Act) records may have. Files documenting significant or precedent setting advice or substantive issues will be selected for permanent archival retention. Database records have long-term value for department planning and historical research, facilitating analysis of long-term patterns.

Retention and filing guidelines

Archives and Records Management Department (OPR):

Paper files: At the end / beginning of each calendar year, open a new file for paper records. Annotate records with Index System advice serial number and file in reverse chronological order. Open new volumes as needed. Each calendar year open a separate file for press clippings.

Database: At the end of the active retention period (CY + 6 years), export the records to the archival file.

Other departments (Non-OPR):

Retain memoranda, correspondence and email for as long as needed. Departments which sought advice about a specific event or project should retain the documents with other records relating to that event or project. Departments may also wish to keep an on-going file for advice received on various events/projects as a reference tool for dealing with similar situations in the future. In this case, retain the advice until superseded, e.g. policy changes and advice no longer reflects current practice.


RRSDA is in force.

Approved by the University Archivist: 18 May 2000

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