1994-006
Photographic Contact Sheets and Negatives
Public Affairs and Media Relations
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Public Affairs and Media Relations | CY + 2 years | Nil | CY + 2 years | Full Retention by Archives |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Black and white photographic contact sheets and original negatives. The photographs are taken by Public Affairs and Media Relations staff for various university publications and for publicity and administrative use. They relate to all aspects of 間眅埶AV's activities and newsworthy events and may include images of faculty, staff, administrators, students and visitors and of various 間眅埶AV buildings, landscapes, ceremonies, sports events and other special occasions.
Black and white contact sheets and negatives are stored in binders organized by year, semester, and consecutive contact sheet number.
Public Affairs and Media Relations also acquire photographs from the Learning and Instructional Development Centre (formerly the Instructional Media Centre) for use in its publications. These images may become integrated with this records series, but they are usually clearly identified as having been created by LIDC.
Since 2000, all photographs have been created and maintained in digital format. Hard-copy black and white photographic contact sheets and negatives still exist in the office, but the next records transfer to the Archives should eliminate them from the office's record-keeping system. At this time, RRSDA 1994-006 will become obsolete.
Photographs that clearly show a person's face, location and activities are defined as personal information under the Freedom of Information and Protection of Personal Privacy Act . Use and disclosure of photographic records are subject to Part 1, Division 2 of the Act.
These records are created, used, retained and managed in accordance with the following authorities:
A total retention period of CY + 2 years is sufficient to meet the adminstrative needs of the Public Affairs and Media Relations. Black and white contact sheets and negatives are rarely required beyond this recommended retention period because they lack currency and, thus, are not reliable illustrative sources for the news and information brokering activities of Public Affairs and Media Relations.
Retain in office for two years then transfer to Archives' custody and control. Box black and white contact sheets and negatives and prepare and retain a file list of records transferred. By clearly labelling the files as recommednded above, departments facilitate the archival processing of records into our permanent holdings.
Each records transfer should also be accompanied by a copy of the photo index database created and maintained by Public Affairs and Media Relations (indexes both hard-copy photographic contact sheets and negatives and digital photographs).
RRSDA is in force.
Approved by the University Archivist: 26 Sep 1995