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Schedule Number
CE2000
Primary Title
Ceremonies, Events, and Conferences
Office of Primary Responsibility
UBCV: Ceremonies and Events Office; UBC Press; Conferences and Accommodation; other departments and units with important events
UBCO: Ceremonies and Events Office; other departments and units with important events
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records supporting ceremonies, events and conferences at the university, including formal university-wide events such as Graduation and Remembrance Day, building opening events, employee recognition celebrations as well as student, staff and faulty award receptions. The primary also includes installations of the President and Chancellor as well as other events that individual units might conduct such as a 25th anniversary of a department or any other formal event.
- For donor and alumni engagement see UD7600: University Development – Donor & Alumni Engagement
Vital: Yes
PIB: No
Authority:
BoG Policy GA5: Archives Policy
University Act [RSBC 1996] Chapter 468
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, DD = Destroyestruction & DD = Destroyisposition |
Secondary No. 01 |
Secondary Title, Scope & Content Policies and Procedures |
Retention, DD = Destroyestruction & DD = Destroyisposition EVEV = Event+5Y, FRFR = Full Retention by University Archives unless otherwise noted EVEV = Event=DD = Destroyate superseded or obsolete FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain records from this series |
Secondary No. 05 |
Secondary Title, Scope & Content General |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, DD = Destroy EVEV = Event=DD = Destroyate superseded or obsolete |
Secondary No. |
Secondary Title, Scope & Content Breakfast With the President |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. |
Secondary Title, Scope & Content Conference Management |
Retention, DD = Destroyestruction & DD = Destroyisposition EVEV = Event+5Y, SRSR = Selective Retention by University Archives EVEV = Event=DD = Destroyate of conference SRSR = Selective Retention by University Archives=UAUA = University Archives will selectively retain records from this series |
Secondary No. |
Secondary Title, Scope & Content Employee Recognition Events 25 Year Club, Welcome Back Staff BBQ. |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. |
Secondary Title, Scope & Content Flag Lowering |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. |
Secondary Title, Scope & Content Formal University-Wide Events Includes Graduation and Remembrance Day Ceremony. |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. 20 |
Secondary Title, Scope & Content Committees |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, SRSR = Selective Retention by University Archives |
Secondary No. |
Secondary Title, Scope & Content Other Receptions and Events |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, SRSR = Selective Retention by University Archives SRSR = Selective Retention by University Archives=UAUA = University Archives will selectively retain this series |
Secondary No. |
Secondary Title, Scope & Content President and Chancellor Installations |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. |
Secondary Title, Scope & Content Protocol |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. |
Secondary Title, Scope & Content Student, Staff and Faculty Award Receptions Entrance Awards, Staff Recognitions and Faculty Award Receptions. |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, FRFR = Full Retention by University Archives unless otherwise noted FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain this series |
Secondary No. 45 |
Secondary Title, Scope & Content Issues |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, DD = Destroy |
Secondary No. 60 |
Secondary Title, Scope & Content Reports |
Retention, DD = Destroyestruction & DD = Destroyisposition CYCY = Calendar Year+5Y, SRSR = Selective Retention by University Archives SRSR = Selective Retention by University Archives=UAUA = University Archives will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year