SFU Records Retention Schedule and Disposal Authority (RRSDA)
Transcript Request Records

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

RRSDA number


Record series

Transcript Request Records

Office of Primary Responsibility (OPR)

Student Services and the Office of the Dean of Graduate Studies

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Official Transcript Request Records CS 3 semesters CS + 3 semesters Destruction
Advising Transcript Request Records Current Month Nil Current Month Destruction
Unofficial Transcript Request Records Current Month Nil Current Month 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made and received by Student Services and the Office of the Dean of Graduate Studies in the processing of student transcript requests. Requests take one of three forms: official transcript requests,advising transcript requests, and unofficial transcript requests. Official transcripts are usually generated for use by other institutions or agencies in confirming academic credentials. Advising transcripts are used by students and student advisors in the reviewing and the planning of the former's academic progress. Unofficial transcripts are are used by students as an informal, snapshot record of their academic progress.

Records include electronic request data submitted by students through SFU's online student services portal and electronic copies of all transcripts generated by SIMS (Student Information Management System). Records also include paper request forms completed by non-current students who do not have access to SFU's online student services portal. Records do not include the actual paper transcripts that result from the request.

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 for official transcript request records allows for sufficient time to verify that a request was received and a transcript generated and mailed to the institution or agency indicated in the request. Advising and unofficial transcript request records are transitory and can be destroyed after a transcript has been generated.

Retention and filing guidelines

These records contain personal information. At the end of the total recommended retention periods (see above) systems staff will purge the electronic data covered by this RRSDA from SIMS. Paper request forms should be destroyed by confidential shredding; contact Facilities Management to make arrangements.


RRSDA is in force.

Approved by the University Archivist: 9 Feb 2006

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