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Human Rights Office Case Files
Description, purpose and use of records
Records relating to the intake, review and resolution of human rights complaints under SFU's Human Rights Policy - GP 18. Records include correspondence, memoranda, reference materials, informal agreements, and notes to file. In the case where an HRO Case goes forward to an external investigation a summary of the complaint and request for investigation would be included in the file.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition |
|---|---|---|---|---|
| Case Files |
Case closed + 2 years | 5 years | Case closed + 7 years | Destruction |
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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- University Act (RSBC 1996, c. 468)
- GP 18, Human Rights Policy
Retention rationale
The Freedom of Information and Protection of Privacy Act, s. 31, requires that personal information used to make a decision that directly affects an individual must be kept for at least one year. Beyond one year, it is adviseable that the university retain these records for a further seven years due to legal liability as determined by existing case law. Therefore a total retention of case closed + 7 years followed by destruction is sufficient to meet the administrative needs of the University.
Status
RRSDA is in force
Approval Date
17 Jul 1998
Last Revised Date
13 Dec 2022