2000-007
Access and Privacy Advice and Subject Files
Archives and Records Management Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Archives and Records Management Department | CY file closed + 1 year | 5 years | CY file closed + 6 years | Selective Retention by Archives |
| All other university departments | S/O when no longer needed | Nil | S/O when no longer needed | Destruction |
| Electronic records in Archives' Index System database | CY of advice + 6 years | Nil | Permanent | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to access and privacy advice provided by the Archives and Records Management Department, primarily to university departments and members of the ¶¡ÏãÔ°AV community.
Records include correspondence, printouts from the Advice database and sample copies of reports, briefs, proposals, surveys, contracts, transaction documents, collections notices and other records relevant to the advice provided. This schedule also covers the electronic records retained in the Archives and Records Management Department's FOI/POP Advice database.
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:
Total retention period follows department's standard retention rule ("CY + 6"), facilitating application and covering any residual or foreseeable legal value (under the BC Limitations Act) records may have. Files documenting significant or precedent setting advice or substantive issues will be selected for permanent archival retention. Database records have long-term value for department planning and historical research, facilitating analysis of long-term patterns.
Archives and Records Management Department (OPR):
Paper files: At the end / beginning of each calendar year, open a new file for paper records. Annotate records with Index System advice serial number and file in reverse chronological order. Open new volumes as needed. Each calendar year open a separate file for press clippings.
Database: At the end of the active retention period (CY + 6 years), export the records to the archival file.
Other departments (Non-OPR):
Retain memoranda, correspondence and email for as long as needed. Departments which sought advice about a specific event or project should retain the documents with other records relating to that event or project. Departments may also wish to keep an on-going file for advice received on various events/projects as a reference tool for dealing with similar situations in the future. In this case, retain the advice until superseded, e.g. policy changes and advice no longer reflects current practice.
RRSDA is in force.
Approved by the University Archivist: 18 May 2000