SFU Records Retention Schedule and Disposal Authority (RRSDA)
Legal Affairs Advice

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

RRSDA number


Record series

Legal Affairs Advice

Office of Primary Responsibility (OPR)

Vice-President Legal Affairs, Office of the

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Legal Affairs Advice Files CY + 1 year 5 years CY + 6 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records relating to the provision of advice by the Vice-President, Legal Affairs to university departments, units, and staff. Advice includes but is not limited to access to external legal services and the operations of internal student disciplinary bodies such as the Senate Committee on Disciplinary Affairs and the University Board on Student Discipline. In the former instance, the Vice-President is charged with determining the appropriateness of engaging external legal services on behalf of all university departments and units and, therefore, plays an advisory role to the potential consumers of external legal services. In the latter instance, the Vice-President is most often called upon to interpret how a particular university policy applies to a particular disciplinary case.

Records include correspondence (e-mail and letters), notes to file, and reference material relevant to the matter under consideration.

Note that this RRSDA should not be applied to advice that forms part of another record series for which a more specific RRSDA has been drafted. In addition, the records covered by this RRSDA should not be confused with legal opinions and advice supplied by external legal counsel. The Vice-President, Legal Affairs is not a practicing lawyer and advice supplied by the VP should not be construed as advice on the formal interpretation of some matter of law. Consult the following RRSDAs before applying this schedule:

RRSDA 2010-001, Provincial Ombudsperson Case Files RRSDA 2010-002, Conflict Management Case Files RRSDA 2010-003, Legal Case Files RRSDA 2010-004, Legal Opinions and Advice RRSDA 2010-005, Bargaining Unit Negotiations and Agreements RRSDA 2010-008, Policy Case Files

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 have administrative value as primarily a reference resource, documenting decision-making and precedents set by the Office of the VP, Legal Affairs. The short active retention period (CY + 1 year) reflects the likelihood that most records document relatively mundane, ad hoc requests for advice on minor issues. The longer total retention period (CY + 6 years) ensures that records documenting more substantive matters are available to the VP for reference, promoting consistency and continuity in the operations of that executive's portfolio.

Retention and filing guidelines


See departmental file classification plan for guidance on naming and classifying these files.


Duplicate copies of records may exist in electronic form on a departmental shared drive and/or on individual desktops. These electronic duplicates are subject to the same retention periods and final disposition as file "originals". Responsibility to dispose of electronic "copies" of records in accordance with the recommendations in this RRSDA fall to the staff of the Office of the Vice-President, Legal Affairs.


At the end of the active retention period (CY + 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).


RRSDA is in force.

Approved by the University Archivist: 3 Feb 2011

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