SFU Records Retention Schedule and Disposal Authority (RRSDA)
Project Files

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

RRSDA number


Record series

Project 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 CY project is abandoned or patent/license agreement expires + 1 year Nil CY project is abandoned or patent/license agreement expires + 1 year 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 documenting the commercialization of new technologies and inventions by SFU faculty and staff, including the evaluation of research products proposed for commercialization and the interaction of UILO staff with researchers from the time of disclosure of the research to commercialization viability decisions.

Records include correspondence, proposals, descriptions of technologies, market research information, studies, notes, working papers, and reference copies of agreements, contracts, and patents.


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

Retention rationale

Records are referenced during the evaluation of a project's potential for commercialization and during the life of a patent/license. Once a patent/license agreement expires, retaining the records in the UILO offices for an additional year is sufficient to cover any residual reference and administrative use.

Retention and filing guidelines


Duplicate copies of records may exist in electronic form on a departmental shared drive or in a departmental database. Best practice dictates that these electronic duplicates are subject to the same retention periods and final disposition as file "originals" (e.g., CY project is abandoned or patent/license agreement expires + 1 year). Responsibility to dispose of electronic "copies" of records in accordance with the recommendations in this RRSDA falls to UILO staff.


At the end of the active retention period (CY project is abandoned or patent/license agreement expires + 1 year) 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).


Basic data from the Project Files is entered into a departmental database, including a project title and description, details of the technology, notes on correspondence, project progress, licenses issued, and contracts awarded. The database is used to track/reference the agreements, correspondence, activity status, royalties, etc., as well as to generate quantitative reports.


RRSDA is in force.

Approved by the University Archivist: 8 Jul 2010

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