SFU Records Retention Schedule and Disposal Authority (RRSDA)
Policies and Procedures

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

RRSDA number


Record series

Policies and Procedures

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
Office responsible for the policy or procedure (Paper) Until superseded or obsolete Nil Until superseded or obsolete Full Retention by Archives
Copies in all other departments (Paper) Until superseded or obsolete Nil Until superseded or obsolete Destruction
Electronic copies in all departments Until superseded or obsolete Nil Until superseded or obsolete Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Internal governance records that apply to the University as a whole or to one or more of its constituent bodies, including faculties, schools, research institutes and centres, and academic and administrative departments and programs. Policies function as official expressions of principles that direct the operations of the University. Procedures detail how policies are implemented at the operational level.

Records include policies, procedures, standards, guidelines, directives, mission statements, and any other records that document both high level principles or responsibilities and the practical means by which those principles or responsibilities are achieved or carried out.

The authoritative originals of all SFU policies and procedures are considered to exist in paper form only. Electronic copies may function as a convenient reference source, but should not be relied upon as the most accurate and complete version of any of SFU's policies or procedures.


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

Retention rationale

All final, approved versions of policies and procedures have enduring value as evidence of the University's official expressions of principles and the step-by-step methods used to achieve or carry out these principles.

Retention and filing guidelines

Policies and procedures are unlikely to accrue to a volume that justifies transfer to the University Records Centre (URC) as one file unit (i.e. fill one records centre tote box). If this is the case, transfer superseded or obsolete policies and procedures along with the office's general subject files (see RRSDA 1999-005, General Administrative, Program and Subject Files). Indicate on the transfer form, in the additional information field, that the boxed records include policies and procedures. For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).


RRSDA is in force.

Approved by the University Archivist: 15 Feb 2005

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