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Schedule Number
IM4800
Primary Title
Records Management Services
Office of Primary Responsibility
UBCV: University Archives – Records Management Program
UBCO: UBC Okanagan Library
Description
Operating under Board of Governor’s Policy GA4, the records management program develops schedules for the retention, destruction and disposition of university records. This primary also includes the activities associated with managed storage (Library PARC, UBC Okanagan Library Vault; UBC MoveIt), and projects associated with digital readiness, and committees such as the Records Management Steering Committee.
Vital: No
PIB: No
Authority:
BoG Policy GA4: Records Management
BoG Policy GA5: Vancouver Archives Policy
UBC Information Security Standard U1
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
Off-Site Storage Records relating to financial operations of Records Storage (billing, purchasing, refunds, etc.). |
CY+7Y, D |
|
|
17 |
Projects e.g. Digital Readiness. |
EV+5Y, D EV=Date superseded or obsolete |
|
20 |
Committees |
CY+5Y, SR SR=UA Vancouver will fully retain minutes of the Records Management Steering Committee and both OPRs will selectively retain other committee records in this series |
|
Records Disposition |
CY+7Y, D |
|
|
Records Retention and Classification Development |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain approved retention schedules |
|
|
Best Practices and Standards Development |
EV+5Y, D EV=Date superseded or obsolete |
|
|
41 |
Training Development and Delivery |
EV+5Y, D EV=Date superseded or obsolete |
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA 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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year