Governance GV11 - Senate and Committees

Accessed:	2026-07-17
Purpose of series:	Records series documenting meetings of Senate and meetings of Senate standing and ad hoc committees, subcommittees and councils.
Scope and contents:	Includes (but is not limited to): agendas, final meeting packages, minutes, presentations, reports, supporting documents, and related correspondence.
Cross reference:	For appeals, see: University Appeals (GV26)
Exceptions:

Primary offices:	University Secretariat
Primary office retention trigger:	Calendar Year
Primary office disposition:	Transfer to University Archives
Primary office retention period:	2 years
Primary office retention instructions:	Record closes at the end of the calendar year (CY) t retained for 2 additional years, then transferred to the University Archives for permanent retention.

Secondary offices:	Committees members and other offices
Secondary office retention trigger:	Calendar Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	1 year
Secondary office retention instructions:	Record closes at the end of the calendar year (CY) t retained for 1 additional years, then securely destroyed.

Retention rationale:

Expected Operational Use

Vital records	Electronic systems	Personal information	Official media
Yes	NAS	No	Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2022-01-21 10:30:59	cr618206	Internal

Notes:

Security classification is internal until agenda and minutes approved, then the security classification is public.