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Telephone Extension Billing Reports
Description, purpose and use of records
The series consists of records documenting the costs charged to each telephone extension on campus. Records consists of a monthly report showing for each extension the line service cost and an itemized list of all long-distance calls made from it for that month (date of call, number called, duration, cost).
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Information Technology Services originals | CFY + 2 years | 4 years | CFY + 6 years | Destroy |
| Copies in all other university deparments | CY + 2 years | Nil | CY + 2 years | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Financial Information Act (RSBC 1996, c. 140)
- SFU Policy AD 1-5, Long Distance Telephone Charges
- SFU Policy AD 1-15, Telephone Service
- Income Tax Act
Retention rationale
The total retention period meets the university's need for these records for administrative planning, financial audit, and other audit and accountability purposes.
Retention and filing guidelines
OPR - Information Technology Services
Records are filed by month, and within these groupings by department and then by extension number. Transfer semi-active records to the University Records Centre for off-site storage for the remainder of the total retention period.
Non-OPR - All other departments
At the beginning of the calendar year open a new file for these records and close the previous year's file. Retain the files of the two previous years. Destroy older records. Records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
Status
RRSDA is in force
Approval Date
19 Mar 2001
Last Revised Date
18 Apr 2016