SFU Records Retention Schedule and Disposal Authority (RRSDA)
Trade-mark Files

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

RRSDA number


Record series

Trade-mark Files

Office of Primary Responsibility (OPR)

University/Industry Liaison Office

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
University/Industry Liaison Office Until superseded or obsolete Nil Until superseded or obsolete Full retention

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records pertaining to the licensing and use of SFU trade-marks (including registered trade-marks, prohibited marks, and trade names). Responsibility for overseeing SFU trade-mark licensing was transferred to the UILO in 1988 due to the Office's expertise with intellectual property and licensing issues. Prior to this date most trade-mark issues were administered through the SFU Bookstore, the Athletics Department, and the Alumni Association.

The files document the University's trade-marks (e.g., crest, insignia, logos, etc.). The files also document other marks and names that the University has registered or obtained over time.

Records include correspondence, memoranda, copies of invoices, publications, applications for trademarks, copies of licensing agreements, and confirmations of registration from legal counsel.


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

Retention rationale

The University's prohibited and registered marks are valid in perpetuity. Registered trade-marks are registered for 15 year increments and they are continually renewable. Under common law, unregistered trade-mark ownership is established through long standing use.

Retention and filing guidelines


As long as a trade-mark is enforceable, the associated file remains active in the UILO's record-keeping system. Files close and can be transferred to the Archives once a trade-mark has been superseded (e.g., an ensigna is replaced by a newer one) or becomes obsolete (e.g., registered trade-mark is allowed to expire).


At the end of the active retention period (until superseded or obsolete), box the files and transfer to the University Records Centre (URC). Prepare and retain a file list of records transferred. For each box prepare a box contents listing, itemizing all files. 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: 8 Jul 2010

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