Victoria University Records Schedule

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Victoria University Records Schedule

The Victoria University Records Schedule (VURS) is designed to support effective management of the University’s recorded information. Retention and disposal schedules specify how long specific records should be kept, where they should be retained and by whom, and whether they should ultimately be destroyed or preserved in the archives. They apply to all records, regardless of format, in all locations.

A retention and disposal schedule is a key component of a comprehensive records management program that supports the administration and operation of the University by:

  • limiting unnecessary records accumulation;
  • assisting in identifying and retrieving needed information;
  • supporting cost-effective use of office space and storage facilities;
  • guarding against premature destruction;
  • assisting with legislative compliance; and
  • assisting in identifying and preserving records of historical value.

The VURS provides a framework for the organization of records, in all formats, across the University and is based on common functions and activities. The VURS is organized into 14 subject headings, largely based on the common functions. By grouping records together by the function they support, you ensure that records relating to the same activities are located together, facilitating filing and retrieval.

Each function is then further broken down into categories or classes and then into record series. A series is a group of related records supporting and documenting activities, related tasks and transactions. These record series are listed in the VURS and are represented by a number.

Note: Under each function in the General class, there may be six standard record series for common types of records.  These include:

  • 000 Policies and Procedures
  • 001 Reports and Statistics
  • 002 Committees
  • 003 Planning
  • 004 Special Projects
  • 005 Forms
  • 099 Reference and Information

All other record series are assigned a unique identifier which can be used as a short form file identifier for both paper and electronic files.

An abbreviated version of the Victoria University Records Schedule can be found below.  Please contact the Records Manager for the full approved version.

# Title OPR Retention Disposition Description See Also
  ADMINISTRATION (GENERAL)          
000s General          
ADM000 Policies and Procedures Responsible Unit Until obsolete/superseded Archives Consists of policies, standards and procedures relating to general administration in effect at Victoria University.  
ADM001 Reports and Statistics Responsible Unit Current + 7 years Archives review Consists of reports and statistics relating to the general administration of the university and its offices, including office reviews and accountability reports. Annual reports submitted to Senate are part of the Senate records.
ADM002 Committees Responsible Unit Current + 7 years Archives review Consists of agendas, minutes, attachments and reports of committees, other than Governance Committees, that are concerned with general administration. Governance bodies (Board of Regents, Senate, etc.) and their committees are scheduled separately under the GOV function.
ADM003 Planning Responsible Unit 7 years after last action Archives Consists of records relating to planning about general administration, office functions, activities and workflow.  
ADM004 Special Projects Responsible Unit 7 years after project completion Archives review Consists of records created for special projects pertaining to general unit administration not represented by other record series.  
ADM005 Forms Form Creator Until obsolete/superseded Destroy Consists of blank forms relating to general administration.   
100s Equipment and Supplies          
ADM100 Equipment Management Records creator/all units After disposal of equipment Destroy Consists of records relating to the maintenance and repair of computing and telecommunications equipment, office equipment such as printers and photocopiers as well as specialized equipment, including the Vic Chapel Organ, vehicles and furniture. Records may include copies of purchase orders, catalogues, user guidelines, operation manuals, maintenance and repair log books, warranties, maintenance contracts and service agreements. See FIN610 for records relating to the acquisition of goods and services.
See FIN120 for financial records relating to expenditures and purchases.
See ADM120 for records relating to the control and stocktaking of equipment and supplies.
See ADM130 for records relating to the disposal or transfer of obsolete or surplus equipment.
ADM110 Supplies Management Records creator/all units After last action or disposal of supply Destroy Records relating to the request, approval, and issue of supplies such as stationery, forms and parts. Includes stockroom requisitions and technical specifications. See FIN610 for records relating to the acquisition of goods and services.
See FIN120 for financial records relating to expenditures and purchases.
See ADM120 for records relating to the control and stocktaking of equipment and supplies.
See ADM130 for records relating to the disposal or transfer of obsolete or surplus equipment.
ADM120 Inventories Records creator/all units 2 years after superseded or obsolete Destroy Records relating to the control of fixed assets (excluding buildings and lands) and the receipt, storage, inventorying, and stocktaking of equipment See ADM130 for records relating to the disposal or transfer of obsolete or surplus equipment.
ADM130 Disposal and Surplus Records creator/all units 7 years after disposal of equipment Destroy Consists of records relating to the transfer or disposal of moveable assets through sale, disposal, destruction, and write-off. Movable assets include any asset except real estate or land. Examples are computers, equipment, furniture, and university vehicles. Records may include surplus status declaration, sale authorization documents, asset re-valuation, transfer notices, copies of purchase orders and warranties and receipts for the surplus assets sold or donated. See ADM120 for records relating to the control and stocktaking of equipment and supplies.
200s Memberships and Subscriptions          
ADM200 Association and Organization Membership Membership holder/ all units 2 years after last action or expiry of membership Destroy Records used in administering memberships in associations, organizations, societies, federations, and foundations external to the university. Records include organization information and brochures, membership applications, membership fees documentation, correspondence, agendas, minutes of meetings, reports, annual reports, and organization events. Does not include records documenting university liaison with external organizations or the delivery of university communications. See LSN300 for records documenting significant contributions made by Victoria University staff to external organizations.
See PRC220 for the delivery of University communications, including presentations and speeches at external events
See FIN120 for records related to the payment of membership fees.
ADM210 Subscriptions Subscription holder/all units 1 year after subscription expires Destroy Consists of records pertaining to subscriptions for magazines, software, databases, etc. See FIN120 for records related to payment and allocation of funds for subscriptions.
300s Program and Office Management          
ADM300 Organizational Charts Records created Until superseded Archives Consists of organizational charts for units, departments the university as a whole.  
ADM310 Senior Administrative Meetings (SAM) President's Office Current + 7 years Archives Records of the weekly Senior Administrator's Meetings (SAM) which document decisions regarding planning and priorities for each department.  Records may include agendas, reports, tasks, priorities, notes and draft reports.  
ADM320 Office Operations Records creator/all units Current + 2 years Destroy Records documenting routine day-to-day office support services including mailing and distribution lists, arrangements, appointment books, general staff meetings and other general administrative matters. See ADM330 for records related to office functions and operations, including staff meetings related to program delivery.
See ADM350 for record related to the administrative aspects of travel and transportation for employees.
ADM330 Program Management Records creator/all units Current + 7 years Archives review Consists of records made, received or used by units in support of their programs, functions, activities and operations. Records may include organizational charts, correspondence and memoranda, meeting minutes and agendas, studies, transaction records, work orders, manuals, briefing and issue notes, internal memos, proposals and presentations related to program delivery. See ADM004 for records related to planning activities about general administration or to the Planning series under a specific category (ex: Finance or Human Resources) for records to those functions.
See ADM320 for records related to day-to-day office support services.
ADM340 Routine Advice and Inquiries Records creator/all units 2 years after interaction complete Destroy

Consists of records relating to inquiries and requests for advice. The advice or inquiry is a short-term, typically one-time interaction. Inquiries may be received via telephone, mail, email or in person. Examples include inquiries regarding hours of operation, location information, etc.

 

See GOV850 for records involving legal advice.
See LSN600 for records of more involved interactions with organizations external to the University.
See LSN200 for records of more involved interactions with departments and units within the University.
See PRC410 for records that document complaints or the raising of issues requiring a response from a department head or delegate.
ADM350 Travel Files Records creator/all units 2 years after travel complete Destroy Records relating to administrative aspects of travel and transportation. Records relating to the administration and regulation of travel by University employees and volunteers.  Records include copies of visas, travel reservations and arrangements, requests for passports, and travel approvals. See FIN120 for travel expense forms and receipts.
ADM360 Staff Directories Records creator/all units Until superseded Destroy Copies of directories and staff lists  
ADM370 Postal and Courier Services Unit responsible for service Current + 1 year Destroy Records relating to postal and courier services, including mail slips, service rates and inquiries. See FIN120 for courier invoices.
  ALUMNI          
  General          
  BUILDINGS AND PROPERTIES          
  General          
  CAMPUS SERVICES          
             
  FINANCE          
             
  GOVERNANCE          
             
  HUMAN RESOURCES          
             
  INFORMATION AND COLLECTIONS          
000s General          
INF000 Policies and Procedures Responsible unit Until obsolete/superseded Archives Consists of policies, standards and procedures relating to information technology and management, in effect at Victoria University.  Includes the Archives and Records Management policy, privacy policy, and policies related to the library and art collection.  
INF001 Reports and Statistics Office of the Chief Librarian

Current + 7 years

[Monthly reports can be destroyed after 3 years]
Archives review Consists of reports and statistics relating to the activities and services offered by the library and archives. Includes activity reports submitted to the Chief Librarian by heads of departments.   See GOV250 Senate Meetings and Membership for the Victoria University Library Annual Report to Senate.
INF002 Committees Responsible unit or chair Current + 7 years Archives review Consists of agendas, minutes, attachments and reports of committees, other than Governance Committees, concerned with information and collections management. Examples of committees are the Archives Electronic Records Committee, Circulation Services Committee, Reference Committee, Collections Development Management Committee, etc. Governance bodies (Board or Regents, Senate, etc.)  and their committees are scheduled separately under GOV.
INF003 Planning Record creator 7 years after last action Archives Consists of records relating to planning about information and collections management including the annual tasks and priorities for the office.  
INF004 Special Projects Record creator 7 years after project completion Archives review Consists of records created for special projects pertaining information technology and information and collections management that are not represented by other record series.  
INF005 Forms Form creator Until obsolete / superseded Destroy Consists of blank forms relating to information technology, information and collections management, such as records management templates and special collections manuscript applications.  
100s Archives Services          
INF110 Archives Acquisitions Victoria University Archives Until accessioned Transferred to accession file Consists of records relating to the acquisition of archival materials including private donations and University records. Acquisitions are made through purchase, private donation and scheduled transfer of University records. Records may include appraisals, receipt of transfer, donation agreements, transfer of ownership statements and correspondence, etc. See INF120 Collections Management/Accession File
INF120 Collections Management/Accession File Victoria University Archives Permanent NA Consists of records relating the accessioning, appraisal, arrangement and description and maintenance of archival collections. Records may include accession files, relocation forms, destruction authorization forms, fonds registers, correspondence, inventories, finding aids and database descriptive entries.  
INF130 Public Service and Reference Victoria University Archives 2 years after last action Destroy Consists of records relating to reference services provided to the University community, alumni and the general public. Records may include reference requests and replies, researcher registration forms, requests for reproduction or permission to publish.  
200s Art and Artifacts Collection          
INF200 Art and Artifact Collection Management          
INF210 Art Collection Case Files          
300s Exhibits          
INF300 Exhibit Files Records creator 5 years after last action Archives review Consists of records relating to the planning of exhibits, including exhibit schedules, correspondence re: potential exhibits and other records as well as records relating to specific exhibits including correspondence, promotional material, and lists of exhibited items.  
400s Privacy and FOI          
             
500s Information Technology          
INF500 Library Systems          
INF510 Library Information Technology Support Services          
INF520 Information Technology Systems Management          
INF530 Information Technology Support Services          
600s Library Services          
INF610 Accession Files Office of the Chief Librarian Permanent NA Consists of records relating to the acquisition and accessioning of Special Collections material. Includes correspondence with donors, purchase and donation agreements, appraisals, copies of tax receipts, articles about the collections, loan agreements to other institutions, etc. See INF620 Collections Management for correspondence with sellers.
INF620 Collections Management Bibliographic Services, Victoria University Library 2 years* Destroy Consists of records relating to the management of the library's holdings including acquisitions of print and electronic materials, accessioning and cataloguing, binding, mending, weeding, disposal and bibliographic maintenance. Records may include acquisition inflation reports, lists of purchases, inventory lists, correspondence with vendors, SIRSI reports, etc. 

*Statistics are incorporated into the monthly reports submitted to the Chief Librarian.

Most of the records that are created under this category are produced and maintained in the SIRSI system

See INF001 Reports and Statistics for all stats used to create reports

See INF625 Condition Reports for major conservation activities.

See FIN120 Accounts payable for billing invoices and payments
INF625 Condition Reports and Treatment Summaries Conservation Department, Victoria University Library Permanent NA Consists of condition reports and summaries of conservation activities to document major repairs or treatment to the library, archives and art holdings.  
INF630 Public Service and Reference Reader Services, Victoria University Library 5 years after last action Destroy Consists of records relating to reference services provided to the University community, alumni and the general public. Records may include reference requests and replies, researcher registration forms, requests for reproduction or permission to publish.  
INF640 Circulation Reader Services, Victoria University Library 2 years after last action Destroy Consists of records relating to circulation of library materials including lending materials to library users, checking in the returned materials, placing items on reserve or hold and processing interlibrary loans. Records may include reserve request forms, interlibrary loan registration forms and requests, reports for lost or damaged items, etc.  
700s Records Management          
INF700 Records Management Program Victoria University Archives 2 years after last action Archives review Records documenting the development, implementation, maintenance, review and evaluation of records management practices and other activities that support and direct the records management program See INF 710 Records Retention Schedule for the VURS
INF710 Records Retention and Classification Plan Victoria University Archives Until superseded Archives Consists of the Victoria University Records Schedule (VURS) classification scheme. See INF700 Records Management Program for records related to the development of the schedule.
INF720 Office File Plans All units Until superseded Destroy Consists of copies of file plans developed  in consultation with the University offices and based on the VURS.  
INF730 Records Destruction and Archives Transfer Lists All units Permanent NA Consists of records documenting records destruction (ex: shredding) or transfer to archives. Includes correspondence, shredding receipts, box lists (archives transfer lists) and authorized destruction certificates.  
  LIAISON AND COOPERATION          
             
             
             
  PUBLIC RELATIONS AND COMMUNICATIONS          
             
  RESEARCH          
             
  SAFETY, HEALTH AND SECURITY          
             
  STUDENTS          
             
  TEACHING AND ACADEMIC PROGRAMS          

The Victoria University Records Schedule is currently under development. If you have any questions about the VURS or about how to classify your unit’s records, please contact the Records Manager – archives [at] vicu [dot] utoronto [dot] ca

Last updated: December 12, 2017

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