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A retention schedule or RRSDA (Records Retention Schedule and Disposal Authority) provides a timetable for how long records should be retained, and what you should do with them at the end of their retention period. At SFU retention schedules apply to all records equally regardless of format or medium. This means that paper records and digital records have the same retention rules unless specifically noted in the retention schedule. For the complete listing of RRSDAs please review the Directory of University Records.

At the expiry of the total retention period, records move to their final dispostion. There are three possible final disposition actions: full retention, selective retention and destruction. Records identified for full retention are retained and kept in their entirety by the University Archives. Records identified for selective retention are reviewed and retained based on archival appraisal criteria established by the University Archives. Records identified for destruction should be securly destroyed in their entirety.  

The active retention period refers to the time that records are regularly accessed and frequently used by the record creator(s). These records typically need to be easily accesissble. The semi-active retention period refers to the period of time that records need to be retained but are not frequently consulted. In paper-based record keeping systems, semi-active records are typically moved "off-site."

The total retention period is the combination of the active retention period and the semi-active retention period. For example, if a retention schedule lists the active retention period as "CY + 1" and the semi-active retention period as "4 years" the total retention period is "CY + 5."

• Paper records can be transferred to the archives after the expiry of the active retention period (i.e., when paper records are considered semi-active). Semi-active paper records will be managed as part of the records management program in the University Records Centre until the expiry of their total retention period, at which point, they will be either destroyed or transferred into the care of the University Archives. For more information review the instructions for transferring paper records to the Archives.
  
• Digital records should be transferred to the Archives after the expiry of the total retention period in cases where records are identified for either full retention or selective retention. (Digital records with a final disposition of destruction should not be transferred to the Archives). For more information review the instructions for transferring digital records to the archives.
  

At SFU retention schedules apply to all records equally regardless of format or medium. This means that paper records and electronic records have the same retention rules, unless specicially noted in the retention schedule. Therefore, paper records with a final disposition of "destruction" can be destroyed at the end of their total retention period.

At SFU, retention schedules apply to all records equally regardless of format or medium. This means that paper records and electronic records have the same retention rules unless specifcially noted in the retention schedule. Therefore, digital records with a final disposition of "destruction" can be destroyed at the end of their total retention period.

If you are unable to find an appropriate RRSDA, please contact Shamin Malmas, the Records Management Archivist, smalmas@sfu.ca for more information.