2001-003
Telephone Extension Billing Reports
Information Technology Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Information Technology Services originals | CFY + 2 years | 4 years | CFY + 6 years | Destruction |
| Copies in all other university departments | CY + 2 years | Nil | CY + 2 years | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 the costs charged to each telephone extension on campus.
Records consists of a monthly report showing for each extension the line service cost and an itemized list of all long-distance calls made from it for that month (date of call, number called, duration, cost).
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:
The total retention period meets the university's need for these records for administrative planning, financial audit, and other audit and accountability purposes.
OPR - Information Technology Services
Records are filed by month, and within these groupings by department and then by extension number. Transfer semi-active records to the University Records Centre for off-site storage for the remainder of the total retention period.
Non-OPR - All other departments
At the beginning of the calendar year open a new file for these records and close the previous year's file. Retain the files of the two previous years. Destroy older records. Records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
RRSDA is in force.
Approved by the University Archivist: 19 Mar 2001
Last revised: 18 April. 2016