2009-014
Corporate Files
University/Industry Liaison Office
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| University/Industry Liaison Office | CY corporation dissolves or SFU sells it shares + 6 years | Nil | CY corporation dissolves or SFU sells it shares + 6 years | Selective retention |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 administration of technology licensing and revenue sharing agreements and contracts between researchers and third parties that have licensed SFU technologies and inventions and with whom SFU, through UILO, has a commercial relationship. Activities include ensuring royalty payments are received, revenues are appropriately distributed, etc.
Records may also document SFU's equity financial interests in spinout corporate entities.
Records include correspondence and notes, memoranda, requisition forms, departmental deposit summaries, media releases, and copies of various contracts and agreements (e.g., contract inducement and intellectual property agreements, grant-in-aid agreements, software and technology licensing agreements, amendments, and technology assignment and revenue sharing agreements), share certificates issued in the name of SFU, and shareholder meeting minutes.
These records are created, used, retained and managed in accordance with the following authorities:
The records document SFU's ownership stake in spinout companies, its shareholder responsibilities, and a revenue stream for the University. The records have continuing administrative value as long as a company exists and SFU continues to have an ownership stake in that company. In addition, the records must be retained for tax audit purposes for a minimum of six years from the end of the last tax year to which they relate. Thus, a total retention period of "CY corporation dissolves or SFU sells it shares + 6 years" is recommended for this record series.
TRANSFERRING RECORDS TO THE URC
At the end of the total retention period (CY corporation dissolves or SFU sells it shares + 6 years) box the files and transfer to the University Records Centre (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 your 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: 30 Sep 2010