SFU Model File Classification Plan

Directory of University Records
Model File Classification Plan

Records relating to the self-governance of the university and departments as organizations. By default, these records are scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files. Exceptions are noted in brackets, with a link to the over-riding RRSDA. See scope notes for more detailed description. See also Committee Files.

Governance (General): Policy, Procedures, Standards; General; Planning; Reports and Statistics; Special Projects; Reference and Information Files

Delegation of Authority: Policy, Procedures, Standards; General; Delegation of Authority Files

Elections and Referenda: Policy, Procedures, Standards; General; Planning; Election and Referenda Ballots (RRSDA 1998-026)

Policy, Procedures, Standards

General

Harassment Case Files

Human Rights Commission: Policy, Procedures, Standards; General; Human Rights Case Files

Internal Investigations: Policy, Procedures, Standards; General; Investigation Case Files

Legal Matters: Policy, Procedures, Standards; General; Legal Advice; Legal Case Files

Organization Charts: Policy, Procedures, Standards; General; Organization Charts

Strategic Planning: Policy, Procedures, Standards; General; Strategic Planning Files

Waivers and Releases: Policy, Procedures, Standards; General; Waiver and Release Files

Governance (General): Use for records relating to governance in general, but which do not fall under any other primary in this subject heading. Note that the secondaries "Policy, Procedures, Standards," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed. See How to Use the Model Classification Plan for more details regarding generic secondaries.

Delegation of Authority: Use for correspondence, forms and other records documenting an on-going or temporary delegation of authority, including signing authority.

Elections and Referenda: Use for records relating to elections/referenda planning and for the ballots cast. Ballots are scheduled under RRSDA 1998-026.

Harassment Policy: Use for records relating to departmental involvement in administering and applying the university's Harassment Policy. These records are scheduled under RRSDAs 1998-017 (for case resolved at the informal stage), 1998-018 (for case resolved at the mediation stage), and 1998-019 (for case resolved at the formal investigation stage). Note that RRSDA 1998-022 covers audio and audio-visual records created at any stage in the resolution process.

Human Rights Commission: Use for records relating to departmental involvement in cases brought to the BC Human Rights Commission.

Internal Investigations: Use for records relating to departmental investigations into internal disputes or allegations of misconduct.

Legal Matters: Use for records relating to departmental requests for legal advice or involvement in litigation.

Organization Charts: Use for university and departmental organization charts. Charts are S/O (superseded or obsolete) when revised, replaced or discontinued. Destroy S/O charts of other departments; retain an archival record of your own department's S/O charts.

Strategic Planning: Use for correspondence, reports and working files relating to university or departmental strategic planning.

Waivers and Releases: Use for waiver forms signed by students, employees or other individuals releasing the university and/or department from liabilities associated with an activity they are undertaking with the department. These records are used to defend the university in the event of a subsequent dispute and should be retained for as long as such disputes might reasonably be expected to arise. If there is no clear limitation period, it is prudent to set a retention period for these records based on the estimated lifetime of the individual (i.e. current year plus 60 years).

Page created: May 22, 2001