RM FAQs
A: Complete a (word file) Records Destruction Form listing the records to be destroyed according to the instructions on the second page of the form. Once the files are listed, have the form approved by a senior authority responsible for the records. Once approved, put the files in a Confidential Shredding Container if the information contains confidential or sensitive information.
If you have any questions regarding how to classify records, calculate retention or how to complete the form, email recordsmanagement@torontomu.ca for advice.
A: When you are leaving your position, you should review your records to dispose of all transitory information that your successor will not need. Remove or dispose of your personal or HR related records, or take them with you.
Electronic records that will be useful for your successor or the department must be retained and should be saved to a departmental or team shared or google drive.
TMU University Records belong to the University.
A: As part of the exit process, you should review the records that are held by the departing or transferring employee, the review should also include identifying and removing access to information systems when no longer required. Records to be retained should be moved to a shared drive or repository where they can be accessed by other members of the team as required.
A: Generally, a large proportion of stored records can be destroyed or transferred to of campus storage.
Refer to Tip Sheet 1 - When beginning a records storage space review project, begin by purging Transitory information, then create a file list or inventory the remaining records including dates, then review the list against the TMU Records Retention Schedule (RRS), applying retention against the dates to see if records are expired or must be retained longer to meet retention, operational, fiscal, audit, historical or other requirements.
Expired records information should be captured on (word file) TMU's Records Destruction Form, while Records designated for transfer to storage should be boxed according the the procedures noted on the (word file) Records Transfer Form.
Contact recordsmanagement@torontomu.ca to find out more about Off-campus Records Storage options
A: Records Classes are a grouping of like records into series or categories for organizing, storing and managing retention. Retention is applied to a class of records rather than single documents.
A: Contact recordsmanagement@torontomu.ca for advice or to suggest new Records Classes. The Records Retention Schedule (RRS) is designed to be adaptable and flexible. Additions, changes or removals are common as university needs change, legislation or other requirements for retaining or disposing records changes. We maintain an RRS Change Log to document changes to the RRS.
A: Check to see if your department is identified as the Responsible Office for either of the classes. If one is more appropriate then use that class, if neither is appropriate then choose the one your department prefers and continue to use that class to remain consistent. If you are still stuck, contact recordsmanagment@torontomu.ca.
To ensure records are preserved as long as necessary, choose the one with the longer retention.
A: Faculty and staff have an obligation to maintain records as evidence of university business. Creating, maintaining and retaining records is the main means for recording decisions, activities, transactions to demonstrate compliance with obligations, legislation and other requirements.
There are legislative provisions which makes it an offence to destroy records prematurely and in an unsystematic way. Discovered offences may be reported up to two years after discovery and punishable by fines or damages.
A: There are several risks associated wtih keeping information forever, such as personal information should only be retained as long as is necessary for stated purposes and use, and could be subject to access requests at any time. In addition, keeping unecessary information longer than needed takes up space, both virtual/electronic and physical, which costs time and money to manage. For example, keeping legacy information in systems may impact the time it takes to backup and restore information, which is costly even though storage is much more inexpensive.
In addition, if we have it and there is an access request we have to produce it even if it is past due for destruction. The same principle applies to legal holds. Destroying records to avoid an access request is a punishable offence under FIPPA.
A: Typically, staff in organizations have used the terms Archiving as meaning Transferring records to another location. These are not the same thing.
Archiving means to transfer records to the University Archives after their retention has expired. Refer to A&SC Collections Policy information for Potential Donors for additional information or contact archives@torontomu.ca.
Not all permanent records are archival; permanent records remain the responsibility of the originating department as there are certain classes of records that must be retained permanently but would not be sent to the Archives.
When records no longer need to be regularly accessed but must be retained for longer, they can be transferred to off-campus storage and destroyed at the end of their retention period. The Responsible Office retains control over access and authorizes the final destruction of these records.
A: Keep local records of all employees for at least 3 years after termination. HR or Faculty Affairs are responsible for most official employment files. Destructions should be documented on a (word file) Records Destruction Form and approved by a senior departmental official for destruction. If the individual falls under RFA then the VP, FA will approve the destructions. Since employment records contain personal information, ensure records are securely destroyed.
Note. HR will maintain pension related files longer.
A: Although HR has many of the official records pertaining to hires, the department may have other/some HR related records locally. In order to be consistent, both sets of records should be destroyed at the same time. Thus, most terminated employee files can be destroyed after 7 years.
Note. HR will maintain pension related files longer.
Consider REMOVING THIS QUESTION
A: For the most part departmental copies of student records can be destroyed 7 years after the student graduates or leaves the program or University.
The Registrar is responsible for retaining information on the Permanent Student Academic Record.
Transitory information, communications with students must be retained for a minimum of one year under FIPPA, and should not be destroyed any sooner without authorization or to avoid an access request. FIPPA was amended in 2014 to reinforce this principle.
CHECK THIS MATCHES FIPPA FAQs