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Circulars and Directives
Function
Administration
PIB
No
RRSDA Number
2001-004
Department
All University Departments
Description, purpose and use of records
Records received by university departments for information or reference purposes only.
Records include copies of wide-circulation memoranda and reports and other documents distributed for general information.
The department authoring the record retains the original in its files. This schedule applies only to the information copies received by other departments.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | CY + 1 year | Nil | CY + 1 year | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Retention rationale
The records are not required for departmental business, they are received for information purposes only and accordingly have no administrative value after the information has been received and noted. Records received containing information which is needed for on-going business should be filed with the department's operational files and scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files.
Retention and filing guidelines
At the beginning of each calendar year, open a file for Circulars and Directives; close at the end of the calendar year. Retain the current year's file, plus the previous year; destroy older files.
Use Circulars and Directives file only for documents received for general information purposes only. Records relating to departmental business should be filed with the department's operational files and scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files.
Status
RRSDA is in force
Approval Date
24 Jan 2001