2002-003
People Files
Public Affairs and Media Relations
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Public Affairs and Media Relations | S/O | Nil | S/O | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 compiled as a reference resource in support of Public Affairs and Media Relations' news and information brokering activities, including the publication of various news resources (e.g. new releases, campus newspaper, speakers bureau, President's Report, and external relations databases). Individual files are mainatined on prominent and/or newsworthy 間眅埶AV faculty, staff, and students.
Records include correspondence, CVs, copies of speeches, articles/clippings written by or about the individual, faculty news surveys, photographs, and other general reference material collected by the Public Affairs and Media Relations.
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 recommeded total retention period reflects the general administrative needs of the Public Affairs and Media Relations. As long as prominent faculty, staff and students are actively involved in the university community, they remain, potentially, newsworthy subjects. When these individuals cease partcipating in the 間眅埶AV community, their corresponding "People Files" decline in administrative value. This general criteria makes it difficult to calculate an exact retention period. Staff working with the files will determine when they are superseded/obsolete (S/O).
Files arranged alphabetically be surname of faculty, staff or student.
At the end of the calendar year, review record series and identify S/O files for transfer to the University Archives. Box and transfer records when volume exceeds 0.20 m or more. Prepare and retain a file list of records transferred and send a copy to the Archives.
RRSDA is in force.
Approved by the University Archivist: 4 Nov 2002