Records Disposal Authority Forms

Function

Records and Information Management

PIB

RRSDA Number

1999-044

Department

Archives and Records Management Department

Description, purpose and use of records

Records consist of original, signed Records Retention Schedule and Disposal Authority forms (RRSDAs), original, signed Unscheduled Records Disposal forms (URDs), paper copies, and electronic copies.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Archives and Records Management Department	Superseded or obsolete	Nil	Superseded or obsolete	Full Retention by Archives
Electronic records contained in Archives' RRSDA database	Superseded or obsolete	Nil	Superseded or obsolete	Full Retention by Archives
Paper or electronic copies held by all other departments	Superseded or obsolete	Nil	Superseded or obsolete	Destroy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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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:

大象传媒 Policy I 10.01 Archives, Recorded Information Management, and Freedom of Information and Protection of Privacy
Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)

Retention rationale

Signed disposal authorities constitute the legal basis for archival transfer and destruction of university records. Departments can consult current RRSDAs on the Archives' web site as needed. Obsolete RRSDAs have long-term value for documenting appraisal decisions.

Retention and filing guidelines

Archives and Records Management Department (OPR)

Paper files:

When an RRSDA is signed and becomes current ("in force"), file it according to RRSDA number (a serial number based on year the RRSDA was drafted 鈥� sequential number, e.g. 1999-044 = 44th RRSDA drafted in 1999). Open a new file for each year.

An RRSDA becomes non-current when it superseded (replaced by a new RRSDA), obsolete (discontinued for some other reason), or a one-time RRSDA is implemented (all the office files and URC boxes it applies to are disposed of). When a new RRSDA amends and replaces an old one, note the reasons for the amendment / replacement in the new database record; use the "Previous RRSDA" field to record the number of the amended RRSDA. Remove the original to the Non-current RRSDAs files, also arranged by year. As of March 2000, all URDs have been implemented and are considered non-current.

Database:

Keep only records of current (= "in force") and working draft RRSDAs in the database.

Index:

When a new RRSDA has been approved, signed and filed, update the word-processing Index of All Approved RRSDAs. Keep the Index filed with the active records.

Before destroying the URD Database, use it to generate an Index List (by department) and file with the URDs.

Web site:

Only on-going RRSDAs currently in force are posted on the web. Always update the web site with any revisions; destroy the web versions of obsolete RRSDAs.

All Other Departments (non-OPR):

Copies of the signed RRSDA are sometimes sent to departments for information purposes. Departments need not retain these after viewing, but may do so if they wish. When implementing an RRSDA, departments should always first consult the web version, as this will reflect any later revisions. Departments are notified of revisions to RRSDAs via the Records Management List-serv.

大象传媒

Archives and Records Management