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Schedule Number
UP8500
Primary Title
UBC Press
Office of Primary Responsibility
UBC Press
| 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 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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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