Governance GV20 - Contracts - Agreements - Memoranda

Accessed:	2026-07-17
Purpose of series:	Records series documenting signed contracts, agreements and memoranda that are not identified under a specific DalCLASS classification.
Scope and contents:	Includes (but is not limited to): signed contracts or agreements, or issuance of memoranda, amendments, supporting documentation and correspondence related to finalization.
Cross reference:	For management of endowments, see: Endowments (FN33)
Exceptions:

Primary offices:	Unit responsible
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	4 years
Primary office retention instructions:	S/O (Superseded / Obsolete)= Date ended, revised, updated or amended, terminated, or expired and all obligations met. Once contract, agreement, or memorandum is revised, terminated, or expired and all obligations met retained for four (4) additional years, then transferred to the University Archives for selective retention.

Secondary offices:	Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	1 year
Secondary office retention instructions:	S/O (Superseded / Obsolete) = Date ended, revised, updated or amended, terminated, or expired and all obligations met. Once contract, agreement, or memorandum is revised, terminated, or expired and all obligations met retained for one (1) additional year, then secure destruction*. *Secondary Offices have a version for operational purposes. If this is the only confirmed version of the record the Secondary Office is to retain the record as if they were a Primary Office.

Retention rationale:

Expected operational requirements. As reviewed and recommend by Dalhousie's Legal Counsel.

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, SharePoint, Legal Files	No	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2024-05-17	2024-06-25 09:09:11	cr618206	Confidential

Notes:

Primary Office 'Unit responsible' is the unit that is considered the originating unit for the contract. That unit is responsible to retain the fully executed contracts, agreements, and memorandum until no longer required operationally.