Records Retention Schedule (RRS)

Includes court cases, claims or litigation.

Note: If there is a legal hold on records do not destroy until authorized by Legal Services.

Includes contracts and agreements

Excludes research related agreements - See RES.

Includes sports, athletic and recreational facility memberships, day camps, early learning center day care registrations.  Records may also include varsity, inter-collegiate, intramural or other team rosters, schedules or registrations. 

Excludes health or medical records, including drug testing - See CAM-1200.

Includes planning, logistics and management of campus events, convocations, celebrations or ceremonies.

Excludes Conferences - See CAM-0500. Communications and artefacts - See EXT-0600.

Includes medical, health, counselling, drug or other medical testing records.

Note: If patient is under 18 years old, retention starts when patient turns 18.

Includes bookstore, course packs, orders, sales, inventories, publisher permissions, textbook productions and other retail operations.

Includes records related to programs and activities related to ongoing or special development and fundraising campaigns to raise donations for sponsorships, awards or other purposes. Records may include prospect research, donor proposals, feasibility studies, communications or reports. 

Excludes Donor specific information - See EXT-0200.

Includes donor information such as demographic and contact information, relationship to the university, gifts, planned giving, commitments and communications.

Excludes payment and management of funds - See - FIN-1300.

Includes awards, bursaries, honorary degrees, scholarships, plaques, recognition, celebrations, ceremonies, convocation, trophies, memorabilia, photos for athletics, teams, students, faculty, staff and community members. 

Excludes unsuccessful award applicants (Retain for 1 year minimum pursuant to FIPPA).

Includes advertising, announcements, reports, brochures, videos, media reports, news releases, newsletters, newspapers, pamphlets, TMU photos, posters, press releases, TMU publications, sound recordings, speeches, presentations and addresses.

Note:  Originating office to contact the Archives for determining transfers.

Includes marketing programs to promote TMU, including advertising campaigns.

Excludes specific artefacts - See EXT-0600.

Includes service and maintenance requests and repairs for buildings and equipment.

Excludes service agreements or contracts - See ADM-0200.

Includes meeting rooms, theatre or other facility bookings as part of ongoing operations.

Excludes Conference bookings - See CAM-0500 or CAM-0700.

Includes university wide budgets such as capital budgets and plans. 

Excludes departmental budgets, retain as long as operationally required.

Includes tax receipts, annual returns and other tax filings.

Excludes tax remittances - See FIN-0900.

Includes Actions of Senate/Senate Standing Committees and Sub Committees: 

Agenda Packages, Minutes, Reports, Presentations, related documentation, Correspondence and Elections.

Includes CVs, resumes, appointment or offer letters, onboarding, contact data or information, orientation, tuition waivers, performance information for all personnel and employee groups, including part-time or short-term hires. 

Excludes pension and benefits for deferred or retired employees - See HUM-1100.

Note:  Do not Destroy if separation, termination or litigation issues. Confirm with HR, Faculty Affairs or General Counsel prior to records destruction.

HUM-0300

Attendance and Scheduling

Includes attendance, work schedules, leaves of absences, timesheets, sabbaticals, union release times as well as vacation requests.

Human Resources

Termination

7

Destroy

HUM-0400

Compensation

Includes pay scales, tenure administration and management. 

Human Resources

End Year Academic

5

Destroy

HUM-0500

Employee Relations

Includes CUPE, OPSEU, TFA, TAGA, grievances and arbitrations, labour negotiations and agreements.

Human Resources

Permanent

Includes interviews, job postings, employment searches, may include agency searches. 

Excludes International Hires - see HUM-1400.

Note: Records for successful applicants are transferred to their employee record - See HUM-0100.

Includes internal and external searches for senior executives, academic appointments, deans, faculty or chairs.

Note: Records for successful applicants are transferred to employee record - See HUM-0100.

HUM-0800

Training and Development

Includes training materials, attendance, and evaluations.   

Originating

Superseded

3

Destroy

HUM-0900

Organization and Positions

Includes organizational and human resources  planning, organization charts, re-organizations and position descriptions. Also includes, equity, diversity and inclusion.

Human Resources

Superseded

7

Archives

HUM-1000

Payroll

Includes pay cheques or deposits.

Human Resources

End Year

7

Destroy

HUM-1100

Pension and Benefits

Includes benefit and pension administration for current, retired and deferred employees and their beneficiaries, including insurance and disability benefits.  

Human Resources

Permanent

HUM-1200

Performance Evaluation

Includes employee probation tracking, promotions, investigations, performance and conduct (PCF), annual reports.     

Human Resources

Termination

7

Destroy

HUM-1300

Resumes and Candidates (Unsuccessful Applicants)

Includes job applicants and applications for unsuccessful applicants.  

Human Resources

File Closed

2

Destroy

HUM-1400

Recruitment and Hiring (International)

Includes records for international hires.

Human Resources

Termination

7

Destroy

Includes formal access requests under FIPPA, PHIPA or other access-to-information legislation, including official correspondence such as decision letters.

Notes: Original content owner is responsible for retaining original records. Copies of records sent to requesters are not covered by this class.

File closed refers to last action in the file whether final letter, appeal or other legal action.

Includes audit logs or other automated system logs for monitoring system performance, including transaction logs, router logs, server errors or access logs.   

Excludes copies of log files needed to support investigations or incidents - See IMT-0600.

30-60-90 Days depending on the system.

Consult with CCS/IT for details.

Includes records related to university created intellectual property (i.e. inventions, patents, copyright, trademarks etc.).  Records may include invention disclosures, waiver agreements, licenses; assignments market assessments, commercialization plans and other related documents.

Excludes intellectual property belonging to researchers

Includes capacity-building initiatives, clinical trials, faculty grant proposals, research funding, post doc programs, research grant applications, research integrity, planning, ethics, exchange student research, thesis research.  Includes information regarding the funding, subject and monitoring of research projects as well as any agreements with researchers. The actual research content is excluded as specified under other agreements.

Excludes Research Ethics - See RES-0500.

Includes admissions, decision worksheets, enrolment, registration, courses, grades, transcripts, transfer credits, academic standing records, official letters, contact information, graduation audits, discipline and academic appeal decisions, program changes for matriculated students.

Note: Supporting information is destroyed after 10 years.

Includes records and all submissions, materials, and supporting documentation for applicants that are not admitted.

Note: For applicants that are accepted, admissions information is transferred to their Academic Record.

Student Discipline and Appeals

Includes records relating to academic and non-academic conduct where there is a finding. Records may include occurrence reports, probation records, warnings, appeal notices and decisions, and any relevant supporting documentation. (May be relevant to Policy 168, 170(a),  170(c), 60 and 61).

Notes: Where there is no finding, records will be destroyed after 1 year pursuant to  FIPPA. Decisions affecting Academic Records will be filed with Academic Records.  Originating department is responsible for maintaining official records, other copies should be destroyed following the decision.

Financial Assistance (Students)

Includes financial aid, scholarships, and award contracts maintained by the University.

Excludes Ontario Student Assistance Program (OSAP) records which are transferred to the Ministry of Colleges and Universities after 3 years.  The Ministry retains these records for 20 years. 

Includes clinical placements, co-op programs, experiential learning, internship applications, placements, incidents, preceptor evaluations, provisional contracts, WSIB incident reports.

Excludes Agreements with Centers - See ADM-0200.

Includes records relating to recruiting activities such as open houses, tours, information campaigns, events, meetings, webinars, fairs and functions. Records may include correspondence, planning, schedules and records used to track potential applicants.

Excludes Prospective Students specific information - See STU-1100

File Closed

5

Destroy

Originating

File Closed

5

Destroy

Includes general inquiries, matters, issues, transcript requests or similar operational records, which must be retained for a minimum of 1 year pursuant to FIPPA.

Excludes records related to discipline, appeals or misconduct, see STU-0300.

Includes Student files maintained within the departments or faculties, includes local matter files where content is not duplicated elsewhere, i.e. faculty or department holds original records. Where records originate or are maintained by Registrar, local copies should be destroyed after 7 years.

Excludes records related to discipline, appeals or misconduct - See STU-0300.

Prospective Students

Records of potential applicants for admission to the University's undergraduate, graduate, and continuing education programs.

Note: For prospective students or applicants that are accepted, admissions information is transferred to their Academic Record.

Includes Academic Program Planning, audits and reviews which are conducted within 8 years of the cyclical review.

Note: Senate to retain current and one previous version of PPR, earlier versions to be sent to the Archives after completion of the latest review.