Submit Feedback (CWL required) 
Download as PDF
Schedule Number
UP8500
Primary Title
UBC Press
Office of Primary Responsibility
UBC Press
Description
Records supporting the book production process at UBC Press. Includes acquisitions, book proposals, and author contracts of scholarly monographs or new trade imprints: On Point Press; Purich Publishing Ltd.; On Campus. Also includes official proceeding of the Publication Board.
- For events see CE2000: Ceremonies and Events – Events
- For marketing see AD1000: Administration – Communications and Marketing
- For staff meetings see AD1200: Administration – Office Management
- For finance see Financial Management block (FM)
Vital: No
PIB: Yes
Authority: Copyright Act [R.S.C., 1985, c. C-42]
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
Book Production Original Files, transmittal forms, copy forms. |
Original & copy forms EV+10Y, P Transmittal Forms, EV+7Y, D EV=Date of publication run P=OPR will permanently retain two (2) copies of each publication run; other documentation can be destroyed when no longer required |
|
|
Contract to Publish Includes territorial rights, translation, contract and any amendments, correspondence with authors. |
EV+10Y, FR EV=At contract completion FR=UA will retain records from this series |
|
|
Editorial Management Includes acquisitions, Editorial meetings, Publications Board minutes, book proposals, peer review process. |
EV+10Y, FR EV=Date book proposal is approved by publication board |
|
|
25 |
Projects Includes digital platform initiatives. |
EV+7Y, SR EV=Date project closes |
|
Royalty Records |
EV+40Y, D Retention Note: Retention based on terms defined in contract or 40 years whichever is longer |
|
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
Publication Board Official proceedings. |
CY+7Y, FR FR=UA will fully retain records of the Publication Board |
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noted; OPR = Office or Department responsible for source of truth records; P = Permanent Retention by OPR; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year