Communications and Public Relations
Records relating to enhancing the reputation of York University, developing effective external and internal relations, disseminating information and expanding resources.
CPR05
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
Retention
3 years after last action
Disposition
Destroy after Archives review
Other Copies
Retention
Until operational use ceases
Disposition
Destroy
See Also
ADG12-12 - Senate Committee on Awards - Honorary Degree Case Files
ADG12-15 - Senate Committee on Awards - University Professor Case Files
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