2008-002
Exhibition Files
Simon Fraser University Gallery
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Exhibition Files | CY + 5 years | 5 years | CY + 10 years | Selective retention |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting the organization and staging of exhibitions by the Simon Fraser University Gallery.
Records include but are not limited to correspondence, agreements, publicity cards, pamphlets, posters, catalogues, lists of works exhibited, depictions of works exhibited, price lists, condition reports, wall text copy, layout diagrams, budgets, way bills, pro forma invoices for international shipments, outgoing and incoming receipts, exhibition listings and reviews, and reference material.
These records are created, used, retained and managed in accordance with the following authorities:
The records document the organization and staging of art exhibitions. A total recommended retention period of "CY + 10 years" ensures the University maintains evidence of its contractual obligations to the artists who participate in SFU exhibitions per the Limitation Act [RSBC 1996].
WEEDING FILES
Routine, administrative records may be weeded from the files when they are closed. Examples include non-substantive correspondence that does not add to an understanding of the overall theme of the exhibition, the artists or the artwork exhibited; draft explanatory texts; and requests from the media for exhibition information.
ELECTRONIC FILES
Gallery staff maintain electronic folders that mimic, in part, paper-based exhibition files. However, the paper files are treated as authoritative because they are more complete. Once printed to paper, electronic versions of exhibition records become transitory and can be deleted immediately. Alternatively, the electronic records can be maintained for ease of future reference, but should be deleted upon the expiration of the total retention period recommended in this schedule. Paper files will be transferred to the Archives and processed into its permanent holdings.
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CY + 5 years), box and transfer the records to the University Records Centre (URC). 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: 2 Oct 2008