2000-010
University Records Centre (URC) Transfers 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 year | Selective Retention by Archives |
| All other university departments | S/O | Nil | S/O | Destruction |
| Archives' URC Locations database electronic records | S/O | Nil | S/O | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting University Records Centre (URC) transactions, including: transfers of university semi-active records from departments to the URC; scheduled accessions of inactive university records from departmental to Archives' control; and scheduled destructions of inactive university records from the URC.
Records include URC Transfer Forms, memoranda, work orders and departmental file lists of records transferred; URC Shelf Location Lists and Archival Transfer and Destruction Lists; Accession Record Forms, Accession and Destruction Reports.
The Archives and Records Management Department is the Office of Primary Responsibility (OPR) for this series. The department manages the URC as a facility for storage of semi-active university records. Records transferred to the URC remain under the control of the originating department for a period fixed by the applicable Records Retention Schedule and Disposal Authority (RRSDA). The department is notified when the semi-active retention period expires and the records in the URC are due for either destruction or transfer to Archives; it then has a limited time period in which to respond, raise concerns and objections. Once accessioned, the records come under the control of the Archives and Records Management Department.
This schedule also applies to the URC Locations Database, which is used by the Archives and Records Management Department to track the material under its care.
These records are created, used, retained and managed in accordance with the following authorities:
Transaction files for transfers, accessions and destructions document who was informed of what and when, and are needed for accountability purposes in the event of disputes. The 6-year total retention period provides sufficient time for disputes to arise. Summary reports (by department and RRSDA) of bi-annual destructions and archival transfers are retained permanently, while detailed file lists are destroyed after full retention period. Accession Records Forms are retained permanently, as these constitute the Archives' legal title to the university records in its custody and control. Rationale for destruction or archival retention are documented on the applicable RRSDAs.
Archives and Records Management Department (OPR): The only records of long-term archival value are: (i) Statistical reports run after each semi-annual disposal: retain these under "RM/Reports." (ii) Accession Record Forms: file these in the appropriate department's Collection File, classified under "ARC/Collections Files."
The following classification is used for these records (D = Destroy, A = Archival, SR = Selective retention):
URC Transfers D [Records documenting transfers of semi-active records to the URC.]
File Lists [Box contents lists sent by departments with URC transfers; remove to Destructions or Accessions files when the box is destroyed or accessioned.]
URC Destructions D [Records documenting scheduled destructions of university records from the URC, organized by department. Destroy individual department transaction files after total retention period. File Destruction Reports after each semi-annual disposal under "RM/Reports".]
URC Archival Transfers D Records documenting scheduled transfers to Archives' control of university records from the URC, organized by department. Destroy individual department transaction files after total retention period. File Archival Transfer Reports after each semi-annual disposal under "RM/Reports." File Accession Forms in the department's Collection File classified under "ARC/Collections Files.]
Arrange files alphabetically by department within each class.
The URC Locations database is used only to track material currently in storage. Delete box information from database records when boxes are destroyed or processed into archival holdings.
Other departments (Non-OPR): It is recommended that departments use the following classification. A binder format may be the most convenient method for storing these records:
File Lists – Prepare file lists for all boxes sent to the URC, file by Transfer Number. Include a copy in the box and send a copy to Archives along with the Transfer Form or email an electronic version. Use these lists when making a file retrieval request. When you receive a Destruction or Archival Transfer notice, review these lists to ensure that the department does not require the files any longer.
Current URC Holdings – Retain only the most current, up-to-date URC Shelf Locations List. These lists are sent to departments by Archives every time the department transfers a new box, or their old boxes in the URC are destroyed or transferred to Archives. Destroy your old lists upon receiving a new one. Retention of old, out-dated lists can cause confusion.
Destructions – File here the Destruction Notices and Lists sent by Archives to notify you that records are due for scheduled destruction. Retain these at your discretion; Archives keeps its own records of boxes destroyed. You may wish to destroy these Lists and the associated file lists right away or retain them for later reference.
Transfers to Archives – File here the Archival Transfer Notices and Lists sent by Archives to notify you that records are due for scheduled transfer to archival control and custody. Retain these at your discretion; Archives keeps its own records of boxes accessioned. You may wish to destroy these Lists and the associated file lists right away or retain them for later reference.
RRSDA is in force.
Approved by the University Archivist: 9 May 2000