SFU Records Retention Schedule and Disposal Authority (RRSDA)
Student Theses Files

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

RRSDA number


Record series

Student Theses Files

Office of Primary Responsibility (OPR)


Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Student Theses Files Pending Review Pending Review Pending Review Pending Review

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 the formatting and submission of student authored theses, extended essays and projects. The Assistant for Theses examines all theses, extended essays, and projects which are submitted for completion of doctoral and master's degree requirements, to confirm that the submitted work conforms to the University requirements. The Assistant for Theses also reviews the work for its adherence to the standards of the student's discipline in terms of the format and the form of its parts--division and subdivision of chapters, titling, presentation of tables and figures, footnoting or citation of references, presentation of bibliography or list of references, presentation of appendix material, etc.

Records include memoranda and notes-to-file detailing bindery information and expenses, auditing notes, and checklists; correspondence detailing student solicited copyright permission clearances for the use of copyrighted works within a thesis; proofing sheets; photocopies of Department Journal Vouchers for binding; memoranda from senior supervisors certifying that a student's work is complete and satisfies the requirements of the student's examining committee; Thesis Bindery Release forms; Commercial Binding forms; Statement of Ethics Approval forms and letters; Partial Copyright License forms; and Thesis Withholding Request forms.

This record series is a Personal Information Bank (PIB). Click here for the PIB description.

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 records document the work of the Assistant for Theses in vetting a student's thesis, extended essay, or project to ensure it conforms to University requirements and to the standards of the student's discipline in terms of format and the form of its parts. Maintaining the records for 2 years after a student submits a thesis provides a reasonable timeframe to ensure all processing activities are completed and any anomalies addressed.

Retention and filing guidelines

These records contain personal information and should be destroyed by confidential shredding at the end of the total retention period (CY student submits thesis + 2 years) prescribed by this RRSDA. Contact Facilities Management to make arrangements.

Electronic records, such as email correspondence or the excel spreadsheet index, should also be deleted at the expiry of the total retention period.


Approved by the University Archivist: 11 May 2006

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