2007-006
Election Files
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Election Files | CY + 3 years | Nil | CY + 3 years | Destruction |
| Ballots | Election Day + 10 days | Nil | Election Day + 10 days | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the organization and administration of university elections conducted by the Registrar, as mandated in the University Act (RSBC 1996, c. 468, s. 43). Includes elections for positions on the Senate and its committees, Board of Governors, Faculty College and the SFU Community Trust, as well as Convocation and search committee elections and ratification votes for deans.
Records include call for nominations forms, nomination forms (blank and completed), lists of nominees, correspondence, promotional material, candidate write-ups and curricula vitae, ballots, ballot tally sheets, election count reports, notifications of results, and committee member lists.
Records are arranged into files according to election. Files are arranged first according to calendar year and then chronologically by election date.
For elections held by other university depaprtments and units, see:
RRSDA 1998-026, Election and Referenda Ballots.
These records are created, used, retained and managed in accordance with the following authorities:
As per the Senate Election Rules, Section K(7), ballots must be maintained for ten days after an election, during which time a candidate may ask for a re-count. The rules stipulate that the ballots are to be destroyed after ten days following the recount period. The remainder of the records found in election files have value to the creating office as a reference to past processes and procedures during the next election. Election cycles vary from one to three years.
RECORDS DISPOSITION
Ballots should be destroyed once the ten day challenge period has expired. Student Services should retain the remainder of the records for the full retention period (CY + 3 years) rather than send them to the University Records Centre (URC) for semi-active storage. Student Services is responsible for the destruction of these records at the expiration of their total retention period. The records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
ELECTRONIC RECORDS
Student Services is also responsible for deleting any records, relating to an election, maintained in electronic form at the expiration of the total retention period (e.g. spreadsheets, e-mail correspondence, etc.).
RRSDA is in force.
Approved by the University Archivist: 20 Aug 2007