1996-002
Board of Governors Meeting Support Papers
Board of Governors
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| University Secretariat | CY + 5 years | 10 years | CY+ 15 years | Full Retention by Archives |
| Copies in all other departments | S/O when no longer needed | Nil | S/O when no longer needed | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Documents used by Board members as background material to support their deliberations and decisions.
Records include correspondence, meeting agendas, minutes of previous board meeting, committee agendas, reports, proposals, financial statements, cv's, copies of academic appointment forms and minutes of the Academic Operations Committee and the Finance and Administration Committee.
Prior to each Board meeting a package of material consisting of the above noted documents is sent to each Board member, selected University officials and campus organizations. This material is used to prepare for an upcoming Board meeting. The records relate to those matters to be considered and approved by the Board of Governors or received for information by the Board.
Upon approval of the Board Minutes, one set of Meeting Support Papers for that particular Board meeting are reproduced by the University Secretariat and sent to the Archives for storage as a vital record.
Copies of Board support papers circulated to university departments for information purposes should be retained only as long as needed by the department, then destroyed.
RRSDA is in force.
Approved by the University Archivist: 6 Feb 1998