2000-004
Operational and Program 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 + 1 year | 5 years | CY + 6 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the management and operation of the program areas of the Archives and Records Management Department.
Records include policies and procedures; planning documents; correspondence, memoranda, email, reports, and forms; storage area temperature and relative humidity readings; risk assessments, event logs, emergency preparedness and disaster recovery plans; presentation material and background reference support papers.
The department is responsible for three university programs: the Archives, Records Management, and Freedom of Information and Protection of Privacy programs. It is also responsible for preservation management, ensuring the long-term accessibility of the records in the its custody and care.
This is the default schedule for all departmental operational records. It covers all records NOT scheduled under a more specific RRSDA. It does not apply to the following series:
- Administrative Files (RRSDA 2000-003); - Copyright Act Administration Forms (RRSDA 1999-063); - Research Agreement Forms (RRSDA 1999-064); - Records Disposal Authority Forms (RRSDA 1999-044); - University Records Centre Transfer Files (RRSDA 2000-010); - Access and Privacy Advice and Subject Files (RRSDA 2000-007); - Freedom of Information Access Request Case Files (RRSDA 1999-011).
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 fiscal value and foreseeable legal value (under the BC Limitations Act) records may have. Files documenting policies and procedures, major department projects and initiatives, accessions and de-accessions, environmental disasters and response, files with on-going informational value for subsequent description and reference work will be selected for permanent archival retention.
The following Classification Plan is used for the operational records of the Archives and Records Management Department:
Archives Program Freedom of Information and Protection of Privacy Program Preservation Management Records Management Program Departmental Research Reference Files
See the department's Classification Plan for a detailed breakdown of the classification categories, descriptions, and recommendations for selection of files of archival value. The Plan also specifies when operational records are covered by other schedules.
At the end of the active retention period (CY + 1 ), box the files and transfer to the University Records Centre (URC). Prepare and retain a file list of records transferred.
RRSDA is in force.
Approved by the University Archivist: 16 May 2000