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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.


Conferences, Meetings, Symposia, Seminars, Training, Workshops - External Audiences

Consists of records relating to the planning and conduct of conferences, meetings, symposia, seminars, workshops, film shoots etc. primarily for external audiences. Records may include proposal, budget, registration and attendance lists, publicity, contracts and agreements, permits and certificates, speech texts, media releases, photographs and recordings, publications, report, 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

ADG35 - Contracts and Agreements

CPR12 - Conferences, Meetings, Symposia, Seminars, Training, Workshops - Internal Audiences

FIN10 - Accounts Payable

FIN11 - Accounts Receivable

Retention Rationale

Retention based on anticipated operational use.

Filing Guidelines

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