2000-003
Archives and Records Management Department Administrative Files
Archives and Records Management Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Archives and Records Management Department | CFY + 1 year | 5 years | CFY + 6 years | Selective 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to the administration of the Archives and Records Management Department, day-to-day operation of the office, and departmental management and long-term planning.
Records include correspondence, memoranda and email; appointment books; planning documents, reports and statistics; invoices, purchase requisitions, purchase orders, and commitment reports; budget papers, funding proposals, and grant files; equipment inventories and warranties, telephone reports and work orders; business forms, circulars and directives, job descriptions, and time and absence reports; committee and meeting agendas and minutes; legal opinions; conference programs and materials; publications and other background research reference material.
This is a default schedule covering all administrative records NOT scheduled under a more specific RRSDA.
These records are created, used, retained and managed in accordance with the following authorities:
Total retention period (CY + 6) covers residual fiscal value and foreseeable legal value (under the BC Limitations Act) the records may have. Files documenting policy history, department structure and evolution, funding history, legal advice, and department projects and initiatives will be selected for permanent archival retention. A database is used to track active files only; once the paper files become semi- or inactive and are transferred to the URC, a file list is generated from the database and the related database records overwritten.
The following Classification Plan is used for the administrative records of the Archives and Records Management Department:
Administration Associations Budget and Finances Committees and Meetings Equipment and Supplies Forms Facilities Management Human Resources Information and Records
See the department's Classification Plan for a detailed breakdown of the classification categories, descriptions, and recommendations for selection of files of archival value. The Plan also specifies when administrative records are covered by other schedules.
At the end of the active retention period (current fiscal year + 1), box the files and transfer to the University Records Centre (URC). Use the File Manager Database to prepare a file list of records transferred.
RRSDA is in force.
Approved by the University Archivist: 16 May 2000