Victoria University Records Schedule
Victoria University Records Schedule
[NOTE: The Victoria University Records Schedule is under development. If you have questions, please contact the Records Manager.]
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 |
Last updated: December 13, 2018