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Records Classification
TMU's Records Retention Schedule (RRS) is structured using a functional classification system which is based on the 11 main functions of the university. University Records are classified by organizational functions and activities rather than by owner or department in order to promote a common language for identifying, labelling, organizing, storing, accessing, retrieving and disposing records across the University.
Listed below are the 11 organizational functions used to describe University Records.
| Code | Function | Description |
|---|---|---|
| ADM | Administration | Includes Administrative records common to all departments including general correspondence, project or program management, policies, procedures. Also includes Legal sub-function. |
| CAM | Campus Operations |
Includes records related to non-academic campus activities and sub-functions such as health and wellness, sports and recreation, day care, event management, mail and delivery, food and retail services to the University community. |
| EXT | External Relations and Communications |
Includes records related to University Advancement, alumni, donors, awards and recognition, communications, government relations, associations, and marketing and promotion. |
| FAC | Facilities and Property Management |
Includes records related to buildings or property owned, leased or constructed, including operations, maintenance, parking, inventories, room bookings and utilities. |
| FIN | Financial Management |
Includes records relating to the financial management of the university, including accounting, accounts receivable, accounts payable, audits, banking, budgets, financial reporting, purchasing, procurement, financial risk management, taxes, trusts and endowments. |
| GOV | Governance |
Includes records relating to bicameral university governance, including Board of Governors, Senate, board committees, board members, elections and referenda. |
| HUM | Human Resources |
Includes records related to employees, attendance and scheduling, employee relations, compensation, payroll, pension and benefits, recruitment and hiring, performance evaluation, training and development as well as search committees. |
| IMT | Information Management and Technology |
Includes records related to access and privacy, archives and library, information technology, hardware, software, networks, information security, and records management. |
| RES | Research |
Includes records related to the administration of research, including partnerships and collaboration applications and proposals, agreements, and projects. Excludes records created or derived from research, academic or scholarly activities. |
| STU | Students |
Includes records related to student academic performance including applications, admissions, discipline, grades, transcripts and communications. Also included are records related to support services for students including accommodations, advising, employment and careers, exchange and international students, financial assistance, internships and orientation. |
| TEA | Teaching |
Includes records related to faculty administrative and teaching functions such as accreditation, courses and curriculums, program reviews, scheduling and enrolment as well as student evaluation management. Excludes records created or derived from research, academic or scholarly activities. |