Records Retention Schedules and Disposal Authorities (RRSDAs):
Overview

Please be advised the Directory of University Records is undergoing revisions. Some of the RRSDAs and PIBs may be out of date. Anticipated launch of the revised site is spring 2023. Please direct any questions to the Records Management Archivist smalmas@sfu.ca.

A Records Retention Schedule and Disposal Authority (RRSDA) is a timetable developed for a particular group of files or type of record ("record series"). It regulates the life-span of all records in that class by prescribing:

• how long the records should be kept in the office of creation (active period);
• how long the records should be stored off-site in the University Records Centre (semi-active period); and
• what happens to the records after expiry of the total retention period (final disposition: destruction or transfer to Archives' custody).

An RRSDA includes in addition a description of the records, their purpose and use, the retention rationale, and filing guidelines for organizing the records so that the schedule may be easily applied.

RRSDAs are developed by the Archives and Records Management Department in consultation with the department(s) holding the records and come into force upon approval and signature by the University Archivist. The original, signed RRSDAs are kept on file in the Archives.

A retention schedule embodies an appraisal of the records' long-term value, based on a number of considerations:

• on-going administrative use;
• on-going fiscal, legal, and audit value;
• the existence (or not) of related records documenting the same activity or university function;
• potential historical research uses;
• the resources required to store, process, preserve and administer access to the records on a long-term basis.

Records are accordingly scheduled for destruction or transfer to Archives; series designated for "selective retention" will be subjected to a more detailed analysis and appraisal upon processing.

DUR provides access to RRSDAs by four indexes:

• RRSDAs by Department
• RRSDAs by Title
• RRSDAs by Number
• RRSDAs by Function

Back to top
Last updated: May 7, 2010