RA5700: Research Administration – Research / Industry Liaison

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Schedule Number

RA5700

Primary Title

Research/Industry Liaison 

Office of Primary Responsibility

UBCV: Research Industry Liaison Office; Cloud Innovation Centre 

UBCO: University-Industry Liaison Office 

Description

Records include collaboration and innovation partnerships, patentable inventions, trademarks, Industrial design certificates, proprietary materials, research tools, software and other innovations. Records also include records supporting the creation and development of commercial and non-commercial mobilization and spin-off companies. 

Vital: No

PIB: No

Authority:

BoG Policy LC11: Inventions and Discoveries 

BoG Policy LR2 - Research Policy  

BoG Policy LR8 - Technology Equity Policy 

BoG Policy SC6 - Scholarly Integrity Policy 

Date Approved: 20220729

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition

01  

Policies and Procedures  

EV+5Y, FR    

EV=Date record is superseded or obsolete   

FR=UA will fully retain records from this series  

05  

General    

EV+5Y, D  

EV=Date record is superseded or obsolete   

10 

Commercial Mobilization 

May include: description of inventions, copies of patents and patent licensing, market research information and studies, proposals, agreements, commercialization licenses and investment.

CY+10Y, SR 

SR=UA will selectively retain records from this series 

11 

Non-Commercial Mobilization 

CY+10Y, SR 

SR=UA will selectively retain records from this series 

15 

Industrial Design Certificates 

May include: applications for registration, certificates of ownership. 

CY+10Y, SR 

SR=UA will selectively retain records from this series 

18 

Inventor Start-ups 

May include records supporting the creation and development of UBC spin-off companies, based on UBC research discoveries.

CY+10Y, SR 

SR=UA will selectively retain records from this series 

19 

Inventor Conflicts 

CY+10Y, SR 

SR=UA will selectively retain records from this series 

20  

Committees  

CY+5Y, SR 

SR=UA will selectively retain records from this series 

25  

Partnerships  

EV+10Y, D 

EV=At conclusion of partnership or after 5 years of no contact 

Note: If Partnership forms into a Start-up or a Commercial or Non-Commercial Mobilization move records accordingly

27

Patents Issued 

May include: legal opinions reports, patent applications, memoranda, agreements, descriptions of inventions and technologies, original patents with attached seals. 

EV, FR 

EV=End date of patent 

FR=UA will fully retain records from this series 

28 

Other Patents  

Includes those filed but not pursued, and rejected patents.

CY+10Y, D 

35 

Trademarks 

May include: applications for registration, certificates of ownership. 

CY+10Y, SR 

SR=UA will selectively retain records from this series 

45  

Issues  

CY+10Y, D

60  

Reporting 

CY+10Y, 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