Archives

Retention Schedules

This page contains sample retention schedules for university documents. They are guidelines only, and your department may wish to alter such things as the retention period, final disposition, etc. Please be aware that some retention requirements are determined by legal necessity, arising from legislation such as the Freedom of Information/Protection of Privacy Act, the Health and Safety Act, and others.

If you do not find your document type in the list below, or wish to have a retention schedule altered, you can contact us. We will develop new university-wide or department-specific retention schedules as requested.

CY - Current Year
CFY - Current Financial Year
Active Retention - Records kept in department
Semi-active Retention - Records kept in Records Centre

Special Record Types
Facilities and Equipment Records
Human Resource Records
Student Records
Course and Teaching Records
Financial Records 
Governance/Administration Records

Special Record Types

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Special Record Types Vital records n.a. Until superceded by new versions of vital records n.a. Copies of your vital records should be sent to the Records Centre in case of a disaster.
Special Record Types Transitory records Until final records created. none Destruction Transitory records should be destroyed as soon as the final record is created.
Special Record Types Non-university records n.a. n.a. n.a. Non-university records, such as a professor's individual research, should not be sent to the Records Centre. However, they may be eligible for inclusion in the Archival Collection. Contact the University Archivist for details.

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Course and Teaching Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Course and Teaching Records Course files CY until course completed + 2 years none Archival Collection Includes outlines, lecture notes, sample exams, an similar material. Photocopies of articles and clippings are not archival and can be destroyed at the end of the retention period.
Course and Teaching Records Textbook requisition forms CY + 1 year none Destruction  
Course and Teaching Records Course schedules CY + 1 year none Destruction  

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Facilities and Equipment Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Facilities and Equipment Records Fire, disaster, and evacuation plans While in effect none Archival Collection  
Facilities and Equipment Records Records of fire department inspections CY + 1 year 5 years Archival Collection  
Facilities and Equipment Records Records of fire, disaster plan, and evacuation drills CY + 2 years none Destruction  
Facilities and Equipment Records Operational manuals While device is still in use + 1 year none Destruction  
Facilities and Equipment Records Architectural plans and building specifications Life of the building 5 years Archival Collection  

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Financial Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Financial Records Annual financial reports CFY + 1 year 2 years Archival Collection  
Financial Records Internal billings and work orders CY + 1 year none Destruction  
Financial Records Purchase orders CY + 1 year none Destruction  
Financial Records Draft budgets and budget submissions CFY + 2 years none Destruction  
Financial Records Taxation records CFY + 1 year 5 years Destruction It is a requirement under federal and provincial law that taxation records be kept for a minimum of six years.
Financial Records Monthly statements CY + 1 year none Destruction  
Financial Records General University Receipts CFY + 1 year 5 years Destruction  

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Governance/Administration Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Governance/Administration Records External Organization's Files As long as current + 1 year 2 years Archival Collection  
Governance/Administration Records Committee files CY + 1 year 5 years Archival Collection  
Governance/Administration Records Appointment books CY + 1 year none Destruction  
Governance/Administration Records Newspaper clippings about department or university CY none Destruction While this type of material, collected in a scrapbook or similar document and related to a specific event, may have archival value, these clippings are always available on other media that have a much longer life than newspaper.
Governance/Administration Records Senate or Board of Governors Minutes CY + 1 year 2 years Archival Collection  
Governance/Administration Records Policies and procedures (your department) Keep until superceded by new policies or procedures none Archival Collection  
Governance/Administration Records Policies and procedures (created by other departments) Keep until superceded by new policies or procedures none Destruction  
Governance/Administration Records Reports produced by university offices. Keep as long as current none Archival Collection  
Governance/Administration Records Senate or Board of Governors committee files CY + 2 years 2 years Archival Collection  
Governance/Administration Records Records of workplace injuries CY 5 years Destruction Occupational Health and Safety Act requires these records be kept for five years after an injury or treatment of an injury

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Human Resource Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Human Resource Records Insurance and pension enrollment forms Until employee has left the department 6 years Destruction To comply with Employment Insurance Act and Canada Pension Plan, these records should be kept for six years after date of creation, or six years after employee leaves department if you are not keeping yearly records separate.
Human Resource Records Hiring committee notes and minutes Duration of competition none Destruction Hiring committee notes should be destroyed as soon as an appointment is made.
Human Resource Records Staff bursaries and tuition requests Duration of bursary or tuition period + 2 years none Destruction  
Human Resource Records Payroll master file Until employee has left department 5 years Destruction  
Human Resource Records Collective agreements and negotiations Keep until agreement no longer in effect 5 years Archival Collection  
Human Resource Records Academic appointments CY of competition + 1 year none Destruction  
Human Resource Records Absence reports/statistical summaries CY 5 years Archival Collection  
Human Resource Records Harassment investigation case files CY case resolved + 1 year 5 years Archival Collection  
Human Resource Records Competition files (submitted resumes and C.V.s) CY + 1 year 5 years Destruction  
Human Resource Records Personnel files Until employee has left department 6 years Archival Collection  

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Student Records

Record Class Record Type Active Retention Semi-active Retention Final Disposition Notes
Student Records Transcript requests CY none Destruction  
Student Records Grade Records Extent of student's enrollment at institution 5 years Archival Collection  
Student Records Admissions records (accepted students) Extent of student's enrollment at institution none Archival Collection This includes lists of students accepted. Supporting material such as transcripts and letters of reference are non-archival and can be destroyed when the student is finished at the institution.
Student Records Admissions records (non-accepted students) CY + 2 years none Destruction  
Student Records Enrollment Statistics CY none Archival Collection  
Student Records Academic files Extent of student's enrollment at institution 5 years Archival Collection  
Student Records Tuition fee schedules While in effect none Archival Collection  
Student Records University Calendar CY + 2 years none Destruction Copies of calendars should be deposited with the archives for its university publications section as soon as they are created.
Student Records Exam Papers and Course Assignments Extent of student's enrollment at institution + 2 years none Destruction These are student's copies of exams and papers returned for marking. Blank copies of exams and assignments are discussed under "Course records".
Student Records Fellowships, scholarships, bursaries, and awards files (applications) CY + 1 year none Destruction  
Student Records Fellowships, scholarships, bursaries, and awards files (recipients) Extent of student's enrollment at institution 5 years Archival Collection  
Student Records Student discipline files Extent of student's enrollment at institution none Archival Collection Department may want to put restrictions on access to this material.

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