2007-001
Events Files (Ceremonies and Events Office)
Ceremonies and Events Office
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Events Files | CY + 3 years | 2 years | CY + 5 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made or received by the Ceremony and Events Office in the course of planning and producing ¶¡ÏãÔ°AV's ceremonial, social, fundraising and special events. Events include ¶¡ÏãÔ°AV President and Chancellor inaugurations, convocations and other ceremonies, openings and dedications of new buildings and rooms, anniversaries, donor and staff recognition events, alumni activities and events, and receptions and dinners.
Records include correspondence; notes; Book of Words (order of proceedings); speeches; invitation, attendance and graduate lists; programs, invitations and tickets; publications and promotional material; press clippings; photographs; and invoices, work orders, budget reports and catering contracts.
Files for each calendar year are organized into two categories: general events files and convocation files. The files within each category are arranged chronologically according to date of the event.
These records are created, used, retained and managed in accordance with the following authorities:
Records are referred to on an on-going basis as similar events are planned. After a period of "CY + 5 years" much of the budget and purchasing information within the files will be out of date. Records have ongoing administrative, informational and research value and will be selectively retained in the Archives.
ELECTRONIC RECORDS
Records created in electronic form should be printed to paper and placed on file to ensure all relevant documentation can be easily located and disposed of. Once printed to paper, electronic versions of the records become transitory and can be deleted immediately. Failure to do so means that records maintained in electronic form in email applications, on desktops, in shared directories, or on removable storage devices could continue to exist long after the total recommended retention periods outlined in this schedule. If copies of electronic records need to be kept so that they can be reworked for future uses, anonymize the records and save them as templates.
WEEDING FILES
Records having short-term value, such as work orders, invoices, receipts and catering arrangements will be culled from the files after transfer to the Archives.
PHOTOGRAPHS
Photographs should not be removed from files prior to transfer to the University Records Centre (URC).
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CY + 3 years), box the files and transfer to the URC. Prepare and retain a file list of records transferred. For each box prepare a box contents listing, itemizing all files. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for our own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 20 Aug 2007