SFU Records Retention Schedule and Disposal Authority (RRSDA)
Telephone Extension Billing Reports

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

RRSDA number


Record series

Telephone Extension Billing Reports

Office of Primary Responsibility (OPR)

Information Technology Services

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Information Technology Services originals CFY + 2 years 4 years CFY + 6 years Destruction
Copies in all other university departments CY + 2 years Nil CY + 2 years 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 documenting the costs charged to each telephone extension on campus.

Records consists of a monthly report showing for each extension the line service cost and an itemized list of all long-distance calls made from it for that month (date of call, number called, duration, cost).

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

The total retention period meets the university's need for these records for administrative planning, financial audit, and other audit and accountability purposes.

Retention and filing guidelines

OPR - Information Technology Services

Records are filed by month, and within these groupings by department and then by extension number. Transfer semi-active records to the University Records Centre for off-site storage for the remainder of the total retention period.

Non-OPR - All other departments

At the beginning of the calendar year open a new file for these records and close the previous year's file. Retain the files of the two previous years. Destroy older records. Records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.


RRSDA is in force.

Approved by the University Archivist: 19 Mar 2001

Last revised: 18 April. 2016

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