- Archives
- Records Management
- FIPPA
- Digital preservation
- Resources
- About
- Mission, vision and values
- Contact us
- Feedback and comments
- Our blog
- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate SFU’s Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of SFU’s First Chancellor Gordon Shrum
- Early SFU Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer’s Legacy
- You have what...?!! and other interesting things you didn't know about the SFU Archives
- Charting the course of history: documenting SFU's early days from the student perspective (Part 1)
- Charting the course of history: documenting SFU's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at SFU
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to SFU
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to SFU
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
- Finding queer joy in the SFU Archives: Out On Campus records now available
- Glossary
Transitory Records
Function
Administration
PIB
No
RRSDA Number
1999-061
Department
All University Departments
Description, purpose and use of records
Transitory records are documents of short-term usefulness, created to serve a temporary purpose and/or in the preparation of a final, official record. Upon completion of the final record, the working papers become transitory records and should be destroyed.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | Superseded or obsolete | Nil | Superseded or obselete | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; 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
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
Retention rationale
Transitory records are produced to complete an action or document; once the action or document is complete and finalized, the preparatory records are of no further use.
Retention and filing guidelines
Retain transitory records only for as long as needed; typically this will be when the event they help to bring about or the final document they are preparatory to is completed and finalized. Beyond this period the records have no further use and should be destroyed. Please be aware that any document kept on file is a university record and is subject to access requests under the Freedom of Information and Protection of Privacy Act.
Clearly label and date all draft documents (e.g. “Draft 3, Oct. 2000”). Long-term retention of drafts (especially when not clearly labelled) increases the risk of relying on inaccurate, unreliable and out-dated information when making decisions. We recommend destroying draft versions when the final document is completed. If need be, create a memorandum or note to file to summarize information or issues excluded or revised during the drafting process.
Avoid putting handwritten, rough notes on file; use the notes to prepare a formal memorandum or note to file, then destroy the rough copies.
Related RRSDAs
Status
RRSDA is in force
Approval Date
1 Dec 2000
Last Revised Date
8 Jan 2014