Access and Privacy Advice and Subject Files

Function

Records and Information Management

PIB

PIB-059

RRSDA Number

2000-007

Department

Archives and Records Management Department

Description, purpose and use of records

The series consists of records relating to access and privacy advice provided by the Archives and Records Management Department, primarily to university departments and members of the 大象传媒 community.

Records include correspondence, printouts from the Advice database and sample copies of reports, briefs, proposals, surveys, contracts, transaction documents, collections notices and other records relevant to the advice provided. This schedule also covers the electronic records retained in the Archives and Records Management Department's FOI/POP Advice database.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Archives and Records Management Department	File closed + 1 year	5 years	File closed + 6 years	Selective Retention by Archives
All other university departments	No longer needed for reference	Nil	No longer needed for reference	Destroy
Electronic records in Archives' Index System database	Advice given + 6 years	Nil	Advice given + 6 years	Permanently active

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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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)
大象传媒 Policy I 10.01 Archives, Recorded Information Management, and Freedom of Information and Protection of Privacy

Retention rationale

Total retention period follows department's standard retention rule ("CY + 6"), facilitating application and covering any residual or foreseeable legal value (under the BC Limitations Act) records may have. Files documenting significant or precedent setting advice or substantive issues will be selected for permanent archival retention. Database records have long-term value for department planning and historical research, facilitating analysis of long-term patterns.

Retention and filing guidelines

Archives and Records Management Department (OPR):

Paper files:
At the end / beginning of each calendar year, open a new file for paper records. Annotate records with Index System advice serial number and file in reverse chronological order. Open new volumes as needed. Each calendar year open a separate file for press clippings.

Database:
At the end of the active retention period (CY + 6 years), export the records to the archival file.

Other departments (Non-OPR):

Retain memoranda, correspondence and email for as long as needed. Departments which sought advice about a specific event or project should retain the documents with other records relating to that event or project. Departments may also wish to keep an on-going file for advice received on various events/projects as a reference tool for dealing with similar situations in the future. In this case, retain the advice until superseded, e.g. policy changes and advice no longer reflects current practice.

大象传媒

Archives and Records Management