1997-024
Emergency Loan Forms and Correspondence
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Student Accounts | CY + 1 year | 5 years | CY + 6 years | Destruction |
| Copies in all other departments | CS + 1 term | Nil | CS + 1 term | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Copies of loan forms, photocopies of cheques, invoices and correspondence regarding payments and deferrals.
The records consist of files pertaining to the administration of the Emergency Loan program, under which Student Accounts provides short-term loans to students requiring financial assistance.
The files are arranged by semester. Loan forms are arranged by surname of student; invoices and correspondence are arranged by the date of repayment.
See also:
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:
CY=Current year CS = Current semester
ELECTRONIC RECORDS
Records creators should note that this RRSDA applies equally to paper and electronic records and that they are responsible for deleting any records maintained in electronic form at the expiration of the total retention period (e.g. PDF versions, spreadsheets, database records, e-mail correspondence, etc.). Maintaining electronic copies of records with personal information after the recommended retention period places an undue burden on the University to continue to guard against the unauthorized access, use and disclosure of that personal information in accordance with the FOI/ POP Act and the records series' status as a PIB.
RRSDA is in force.
Approved by the University Archivist: 29 Oct 1998
Last revised: 17 June. 2014