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common records schedule

Communications and Public Relations

Records relating to enhancing the reputation of York University, developing effective external and internal relations, disseminating information and expanding resources.


Convocations and Ceremonies

Consists of records relating to the planning and conduct of convocations and ceremonies such as inaugurations organized by the university or units. Records may include budgets, invitation and attendance lists, programs, site development, contracts and agreements, permits and certificates, speech texts, media releases, photography and recordings, reports, administrative logistics and correspondence.

Office of Primary Responsibility

Unit responsible for the event


3 years after last action


Destroy after Archives review

Other Copies


Until operational use ceases



See Also

ADG12-12 - Senate Committee on Awards - Honorary Degree Case Files

ADG12-15 - Senate Committee on Awards - University Professor Case Files

ADG35 - Contracts and Agreements

FIN10 - Accounts Payable

FIN11 - Accounts Receivable

Retention Rationale

Retention based on anticipated operational use.

Filing Guidelines

At time of publication, deposit one copy of convocation programs, video or other digital recordings in the Archives for permanent retention. Deposit a signed copy of any financial agreement or debenture with a value over $100,000, a term of 5 years or more when worth over $50,000, that is university wide when worth over $50,000, or that is complex when worth over $50,000 with the University Secretariat.

Approved by University Secretary and General Counsel on 2008-06-20