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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)

Committee Records

Records related to the operations and administration of committees should be retained for a period of 7 years to ensure administrative and operational continuity. Upon expiry of the total retention period of CY + 7, these records should be transferred to the Archives.

Please note, case files used by committees in adjudicating scholarship applications and recommending faculty appointment, leave, renewal, tenure, promotion and salary reviews have shorter retention periods and are scheduled separately. Consult the Directory of University Records for more information about specific case file retention.

Committee Member Selection Records

Records related to the identification and selection of committee members should be retained separately from other committee records. Upon expiry of the total retention period, CY + 1, committee selection records have no administrative, fiscal or legal value, and should therefore be destroyed.

All committees should explicitly designate someone as secretariat with record-keeping responsibilities. All committees should take and produce minutes of their deliberations. Records of each committee should be kept separately. When transferring records to the University Records Centre (URC), clearly label files so that the originating committee is easily identified.  The only committee records of long-term, archival value are:
- Agendas, minutes and final membership lists;
- Reports authored by or for the committee;
- Committee correspondence dealing with substantive matters relating to the work of the committee;
- Committee policies and procedures.

Other committee records will be destroyed.  Committee files should be structured in such a way that the archival material is easily identified, while the remainder is easily removed and destroyed.

Policies and Procedures (Archival)
Committee policies and procedures, e.g. voting procedures, rules of composition. Retain superseded / obsolete copies of committee-specific policies; destroy superseded / obsolete copies of university-wide policies.

Membership Lists (Archival)
Use for final lists of members to document dates of participation.

Membership Selection (Destroy)
Records related to committee membership identification and selection should be kept separate from other committee records and destroyed as per the guidance in the retention rules.

Minutes and Agenda (Archival)
Official record of the committee鈥檚 activities and decisions. Copies sent to committee members or others should be clearly stamped "copy."

Committee Reports (Archival)
Use for reports and other documents authored by the committee or prepared for it.

Background and Support Papers (Destroy)
Use for documents (e.g. copies of reports, memoranda) received from other sources (e.g. President鈥檚 Office, VP Academic, other universities) and circulated to committee members for background information. Documents with long-term reference value should be copied and filed in the department鈥檚 general subject files.

Administrative Records (Destroy)
Use for routine, general or repetitive correspondence and memoranda, e.g. circulars informing members of procedure, scheduling meeting times, routine letters of notification.
 
Correspondence (Archival)
Use for correspondence dealing with substantive matters related to the work of the committee.

Case Files (Check RRSDAs for specific retention requirements)
Use for support documentation relating to an individual鈥檚 case that comes under the committee鈥檚 consideration. These records are typically scheduled separately under other RRSDAs. See list under Purpose and Description of Records and/or consult the Directory of University Records for more information.

At the end of the active retention period (2 years), box committee files and transfer to the University Records Centre (URC). Prepare and retain a file list of records transferred.  Administrative Records and Background and Support Papers may be destroyed at this time rather than sent to the URC (i.e., after 2 years).

• 1996-003 - Board of Governors Committee Files
• 1997-003 - Senate Committee Records
  
• 1999-019 - Renewal, Tenure, Promotion, and Salary Review Files
• 2003-001 - Faculty and Staff Ethics Application Case Files
• 2003-002 - Student Ethics Application Case Files
• 2003-003 - Course Ethics Application Case Files
• 2003-004 - Research Ethics Board Minutes, Agendas, and Supporting Papers