06 - COMMUNITY SERVICES / COMMUNITY SERVICES

06.01

Community services – Electronic records 

Data used in the management of health services, legal assistance, and sports, food and social and cultural services offered to students of the institution and members of the surrounding community.

copy

unit

active

Semi-active

inactive

primary    [ c ]

unit responsible

X¹

D²

N o t e s:                                                                                                             ( D = Destruction   R = Retention )

¹ Retention: As long as service is provided or 5 years after last file entry.
² Destruction: Research value ensured by retention of the following paper records: programs, protocols, contracts, agreements, reports and statistics documenting services provided, activities organized, resources available, user participation and evaluation of results obtained (see schedules 6.02 to 06.17).

[   ] =medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / COMMUNITY SERVICES

06.02

Community service projects

Records dealing with the organization of educational, research and consultation activities provided by the institution to the surrounding community: correspondence, protocols, contracts, agreements, activities and programs, promotion and marketing of activities, reports, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                    ( D = Destruction   R = Retention )

¹ Retention: 2 years after termination of project.
² Archives selection: Retention of correspondence, programs, protocols, contracts, agreements, reports and statistics providing descriptions and documenting principal achievements and participation obtained. Destruction of support records (registrations, financial management, etc).

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / HOUSING SERVICES

06.03

Housing services

Records dealing with the management of student housing services: policies and regulations, reference banks of accommodations and rooms for students to rent, sublet or share, university residences, refrigerator rentals, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                  ( D = Destruction   R = Retention )

¹ Retention: Until replacement of records by a new version. Retain records dealing with the management of subsidiary services available to clients of university residences (furniture rentals, etc) for 3 years.
² Archives selection: Retention of policies and regulations, inventories of residences owned by the institution, and reports and statistics documenting student use. Destruction of support records.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 – COMMUNITY SERVICES / HOUSING SERVICES

06.04

Housing services - User files 

All records on users of the institution’s housing services: general user information, rental requests, rental contracts or renewals, correspondence with landlords and departure notifications.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                      ( D = Destruction   R = Retention )

¹ Retention: 3 years after closing of file.
² Retention: Until closing of file.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

06 – COMMUNITY SERVICES / HEALTH SERVICES

06.05

Health services

Records dealing with the management of health services provided to the institution’s students and the surrounding community: planning and organization of health services (preventive and screening activities, medical, psychological, psychiatric, dental and optometry clinics, etc.) and psychological assistance and information services (information centres, workshops and individual or group consultations).

Copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

8 years

R²

secondary [ a ]

other units concerned

X³

D

N o t e s :                                                                                                        ( D = Destruction   R = Retention )

¹ Retention: 2 years after conducting activity or replacement of records by new version.
² Archives selection: Retention of programs, activity reports and statistics documenting services provided or activities organized, client participation and evaluation of results obtained. Destruction of support records.
³ Retention: Until termination of activity or replacement of records by new version.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 – COMMUNITY SERVICES / HEALTH SERVICES

06.06

Health services - User files

All records on users of the health services provided by the institution (medical, psychological, psychiatric, dental and optometry clinics, etc): general user information, case histories, examinations, diagnoses, care prescribed, progress reports, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

X²

D³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                   ( D = Destruction   R = Retention )

¹ Retention: In the office of the practitioner concerned, 2 years after last file entry.
² Before user files are transferred to archives, practitioners should provide archives with specific and detailed instructions stating the persons (functions) who should have access to files and the terms and conditions of retention and handling, particularly retention periods, which cannot be less than 5 years in compliance with the legal requirements for retention of practitioner records.
³ Destruction according to the terms and conditions of the practitioner’s instructions. Destruction where there are no instructions or it is impossible to get instructions from the practitioner. Institutions that deem it appropriate to retain certain files for their research value may select samples or specimens on condition that the files are not personal and with the consent of the practitioner.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

06 - COMMUNITY SERVICES / LEGAL ADVICE SERVICES

06.07

Legal advice services

Records dealing with the management of legal services provided to the institution’s students and the surrounding community: planning and organization of legal consultation services (legal clinics), legal assistance and information (kiosks, workshops and individual or group consultations).

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

8 years

R²

secondary [ a ]

other units concerned

X³

D

N o t e s :                                                                                   ( D = Destruction   R = Retention )

¹ Retention: 2 years after conducting activity or replacement of records by new version.
² Archives selection: Retention of programs, activity reports and statistics documenting services provided, activities organized, client participation and evaluation of results. Destruction of support records.
³ Retention: Until conclusion of activity or replacement of records by new version.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 – COMMUNITY SERVICES / LEGAL ADVICE SERVICES

06.08

Legal advice services – User files 

All records on users of the institution’s legal advice services (legal clinics): general user information, consultation summaries, legal correspondence, counselling, referrals, resolutions, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

X²

D³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                     ( D = Destruction   R = Retention )

¹ Retention: In practitioner’s office 2 years after last file entry.
² Before user files are transferred to archives, practitioners should provide archives with specific and detailed instructions stating the persons (functions) who should have access to files and the terms and conditions of retention and handling, particularly retention periods, which cannot be less than 5 years in compliance with the legal requirements for retention of practitioner records.
³ Destruction according to the terms and conditions of the practitioner’s instructions. Destruction where there are no instructions or it is impossible to get instructions from the practitioner. Institutions that deem it appropriate to retain certain files for their research value may select samples or specimens on condition that the files are not personal and with the consent of the practitioner.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

06 - COMMUNITY SERVICES / ATHLETICS

06.09

Athletics

Records dealing with the management of sports and athletic programs and facilities available to the student population and surrounding community: recruitment and registration of members, planning and organization of activities (free or organized activities, sports leagues, training programs), utilization (reservations, use) of facilities (gymnasiums, training rooms, swimming pools, outdoor recreational areas, outdoor sports fields, etc.), sports equipment (reservations, loans).

copy

unit

Active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                        ( D = Destruction   R = Retention )

¹ Archives selection: Retention of programs, activity reports and statistics documenting use and users of sports services.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / ATHLETICS

06.10

Athletics - User files 

All records on users of the institution’s sports and athletic services: general user information, registration forms, registration fee receipts, physical evaluation forms, training progress monitoring forms, personalized training programs, etc.

copy

Unit

active

semi-active

Inactive

primary    [ a ]

unit responsible

3 years

D

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                      ( D = Destruction   R = Retention )

¹ Retention: Until closing of file.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02 

06 – COMMUNITY SERVICES / FOOD SERVICES

06.11

Food services

Records dealing with the management of food services provided to the institution’s clients (restaurants and cafeterias, catering and beverage services, automatic food-dispensing machines, etc.): food supplies inventory forms, menus, recipes, meal and reception organization, cash register tapes, etc.

copy

unit

active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                       ( D = Destruction   R = Retention )

¹ Retention: 2 years or as long as records are in effect.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / FOOD SERVICES

06.12

Food services - User files 

All records on users of the institution’s food services: general user information, order forms, special requirements, reception and function reports, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                       ( D = Destruction   R = Retention )

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

06 - COMMUNITY SERVICES / SOCIAL AND CULTURAL SERVICES

06.13

Social and cultural services

Records dealing with the management of social and cultural services available to the institution’s clients: user registration procedures, planning and organization of social and cultural activities (outreach, educational, social and special programs, activities of artistic, cultural and scientific groups), etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                        ( D = Destruction   R = Retention )

¹ Archives selection: Retention of programs, activity reports and statistics documenting the organization and content of social and cultural activities.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / SOCIAL AND CULTURAL SERVICES

06.14

Social and cultural services - User files 

All records on users of social and cultural services offered by the institution: general user information, registration forms, registration fee receipts, etc.

copy

unit

Active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                         ( D = Destruction   R = Retention )

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02 

06 - COMMUNITY SERVICES / SOCIAL AND CULTURAL SERVICES

06.15

Exhibitions

Records dealing with the organization and presentation of exhibitions by the institution or one of its components: lists of works, explanatory texts, correspondence, installation plans, depictions of works exhibited, insurance contracts, catalogues, press releases, invitations, etc.

copy

unit

Active

semi-active

inactive

primary    [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                   ( D = Destruction   R = Retention )

¹ Retention: 2 years following conclusion of exhibition.
² Archives selection: Retention of reports and statistics on exhibitions, catalogues (including lists and depictions of works shown), specimens of invitations and posters, texts of speeches given at openings, contracts, explanatory texts, press releases and significant correspondence. Destruction of support records.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 06 - COMMUNITY SERVICES / CONFERENCES, SYMPOSIUMS, CHARITABLE ACTIVITIES

06.16

Conferences and symposiums

Records relating to conferences and symposiums held or organized by the institution or one of its components: correspondence, programs, conference proceedings, lists of participants, (posters, financial records, etc. Records dealing with the organization of and participation in outside conferences and symposiums by members of the institution are covered in a separate retention schedule (see schedule 01.11).

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                                            ( D = Destruction   R = Retention )

¹ Archives selection: Retention of records significantly documenting the organization and holding of conferences and symposiums according to the nature and importance of subject matter and in light of the institution’s mission (organizing committee minutes, programs, conference proceedings, financial statements, conference documents, lists of participants). Destruction of support records (reservation of rooms and equipment, logistical and financial management, etc).

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

06 - COMMUNITY SERVICES / CONFERENCES, SYMPOSIUMS, CHARITABLE ACTIVITIES

06.17

Charitable activities

Records dealing with charitable activities involving the institution and members of the university community: charitable fundraising (e.g. United Way), Christmas hampers, Red Cross blood-donor clinics, canvassing and collecting (money, clothing, etc.) for underprivileged families, etc.

copy

Unit

active

semi-active

inactive

primary    [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2years

D

N o t e s :                                                                                          ( D = Destruction   R = Retention )

¹ Archives selection: Retention of significant correspondence and reports documenting charitable activities involving the institution and their results. Destruction of support records connected with logistical organization of activities.

[   ] = medium --->a = paper   b = microfilm   c = electronic   d = audio-visual   e =other

 PREVIOUS SCHEDULE | NEXT SCHEDULE (TO 07 - TEACHING)

Updated: 14/3/02

End of Category: 06 - COMMUNITY SERVICES