Retention Schedules Glossary
The University of Western Ontario
Retention Periods/Stages
| Term | Definition |
|---|---|
| Active | The length of time records are retained in the office area of a unit or online in an electronic environment. |
| Semi-active | The length of time records are retained in central university storage, or near-line or offline in an electronic environment, from which they can be retrieved as needed by the originating unit. |
| Final Disposition | The fate of records after the completion of active and semi-active stages, either archival preservation (in whole or in part) or destruction. |
Active Retention Options
| Term | Definition |
|---|---|
| Terminated | Until completion of a specific process or event, normally defined in the notes. |
| Superseded | Until replaced by a new version, as determined by the unit holding the records. |
| Obsolete | Until no longer needed, based on the operational needs of the unit as determined by the unit holding the records. |
Final Disposition Options
| Term | Definition |
|---|---|
| Recycling | Disposal of records by the most economical and environmentally responsible means available. |
| Confidential Destruction | Destruction of records in a manner that ensures that the information cannot be retrieved (e.g., shredding, electronic erasure, etc.). |
| Full Archival Retention | Preservation of all records, subject to removal of duplicates and non-record material. |
| Selective Archival Retention | Preservation of some records, after weeding or sampling based on appropriate criteria, followed by confidential destruction of the remainder. |
Unit Descriptions
| Term | Definition |
|---|---|
| Responsible | Unit(s) with primary responsibility for the function to which the records relate and for the maintenance of the associated records on behalf of the University. |
| Delegated | Unit(s) performing the same functions as the responsible unit(s) on the basis of a formal delegation of authority. |
| Other | Units that may hold copies of some or all records but are not responsible for the function to which they relate. |
Time Measures*
| Term | Definition |
|---|---|
| Academic Year | July 1 – June 30 |
| Calendar Year | January 1 – December 31 |
| Fiscal Year | May 1 – April 30 |
*Normally refer to the balance of the defined time to which specific records relate, followed by some additional period of time (e.g., fiscal year + 6 years)
