SFU Records Retention Schedule and Disposal Authority (RRSDA)
Media Releases

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

RRSDA number


Record series

Media Releases

Office of Primary Responsibility (OPR)

University Communications

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Copies to Archives CY + 1 year Nil CY + 1 year Full retention
University Communications copies S/O Nil S/O 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Brief news reports and announcements created by University Communications and disseminated on its website. Media releases document newsworthy university-related events, activities, and people. Topics include faculty, staff, administrators, students, visitors, as well as university buildings, landscapes, ceremonies, sports events and other special occasions.

The records are created, maintained, and transferred to the Archives in digital form. As of September 2020, University Communications creates media releases in SFU's web content management system using Adobe Experience Manager (AEM). In 2019 the Archives transferred records from 2002-2018 by running a script to export the media releases as pdf files.

Transfer methods may need to change over time as the software platform used to create and store the records changes. Transfer methods and preferred file formats will be agreed upon between University Communications and the Archives, regularly reviewed, updated as required, and documented in an addendum to this RRSDA.

Retention rationale

The record are mainly used by University Communications to publicize and promote events, programs, and personalities at the university. University Communications may retain its own copies for its website for as long as it wishes. The records have long-term value for university commemoration and historical research generally. The short total retention period ensures that there will be only a small time gap between creation and transfer to the Archives.

Retention and filing guidelines



RRSDA is in force.

Approved by the University Archivist: 3 Feb 2021

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