SFU Records Retention Schedule and Disposal Authority (RRSDA)
People Files

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

RRSDA number


Record series

People Files

Office of Primary Responsibility (OPR)

Public Affairs and Media Relations

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Public Affairs and Media Relations S/O Nil S/O Selective 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 compiled as a reference resource in support of Public Affairs and Media Relations' news and information brokering activities, including the publication of various news resources (e.g. new releases, campus newspaper, speakers bureau, President's Report, and external relations databases). Individual files are mainatined on prominent and/or newsworthy SFU faculty, staff, and students.

Records include correspondence, CVs, copies of speeches, articles/clippings written by or about the individual, faculty news surveys, photographs, and other general reference material collected by the Public Affairs and Media Relations.

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 recommeded total retention period reflects the general administrative needs of the Public Affairs and Media Relations. As long as prominent faculty, staff and students are actively involved in the university community, they remain, potentially, newsworthy subjects. When these individuals cease partcipating in the SFU community, their corresponding "People Files" decline in administrative value. This general criteria makes it difficult to calculate an exact retention period. Staff working with the files will determine when they are superseded/obsolete (S/O).

Retention and filing guidelines

Files arranged alphabetically be surname of faculty, staff or student.

At the end of the calendar year, review record series and identify S/O files for transfer to the University Archives. Box and transfer records when volume exceeds 0.20 m or more. Prepare and retain a file list of records transferred and send a copy to the Archives.


RRSDA is in force.

Approved by the University Archivist: 4 Nov 2002

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