Records Retention Schedule (RRS)
Search Tips: To find the retention for different record types, enter search terms. e.g. Parking.
If you need assistance classifying your records, please contact recordsmanagement@torontomu.ca.
| Records Code | Records Class | Scope Notes/Description | Responsible Office | Retention Event | Retention Minimum (Years) | Disposition |
|---|---|---|---|---|---|---|
| ADM-0100 | Claims and Litigation |
Includes court cases, claims or litigation. Note: If there is a legal hold on records do not destroy until authorized by Legal Services. |
Legal Services/ Originating | Completion | 10 | Destroy |
| ADM-0200 | Contracts and Agreements |
Includes contracts and agreements Excludes research related agreements - See RES. |
Legal Services/ Originating |
Completion | 10 | Archives |
| ADM-0400 | Executive Records | Includes records created and maintained by senior executives and other senior level positions. | Originating | File Closed | 5 | Archives |
| ADM-0500 | Closing Books | Includes real estate or other official documents relating to the purchase, acquisition or sale of land, property or other assets. | Legal Services / Originating | Permanent | ||
| ADM-0600 | Leases | Includes lease negotiations, amendments, and renewals for property, equipment or other assets. | Legal Services / Originating | Completion | 10 | Destroy |
| ADM-0700 | Legal Opinions | Includes legal opinions from external law firms, advisors on matters. |
Legal Services / Originating | Superseded | 7 | Destroy |
| ADM-0800 | Program Management | Includes records related to departmental development, management, operations or planning including meetings, metrics, or reports. | Originating | Superseded | 7 | Destroy |
| ADM-0900 | Policies and Procedures | Includes official, approved policies and procedures. | Originating | Superseded | 7 | Archives |
| ADM-1000 | Project Management | Includes records related to projects including project plans, assessments, schedules, status reports or project documents. | Originating | Completion | 7 | Destroy |
| CAM-0100 |
Investigations (Accidents, Security, Emergency, Violence) |
Includes records related to accidents, security, emergency, violence, human rights incidents and investigations on campus. Records may include surveillance, photographs, descriptions of individuals, police contact and other case relevant information. |
Originating | File Closed |
20 | Destroy |
| CAM-0200 | Accommodations, Residences and Housing | Includes student residence applications and information as well as residence rentals. |
Originating | File Closed |
5 | Destroy |
| CAM-0400 | Athletics Memberships, Teams and Registrations | 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. |
Originating | End Year Fiscal |
5 | Destroy |
| CAM-0500 | Conference Planning and Management | Includes folios and reservations for guests, rentals or use of campus facilities for conferences and programs. | Originating | Completion | 5 | Destroy |
| CAM-0700 | Events Management |
Includes planning, logistics and management of campus events, convocations, celebrations or ceremonies. Excludes Conferences - See CAM-0500. Communications and artefacts - See EXT-0600. |
Originating | Completion | 5 | Destroy |
| CAM-0800 | Food and Beverage Services |
Includes catering, meal plans, nutrition planning, food preparation and safety, food and beverage delivery as well as campus restaurants and food services. | Originating | End Year Fiscal | 7 | Destroy |
| CAM-0900 | Liquor Licenses |
Includes liquor license applications and management. | Originating | File Closed | 5 | Destroy |
| CAM-1000 | Mail and Delivery | Includes postage, mailings, returned, damaged, lost maill and courier or shipping delivery services including freight, customs logs or lists. | Originating | End Year Fiscal | 1 | Destroy |
| CAM-1100 | OHIP Billings | Includes records related to billings for health, medical or counselling services. |
Originating | End Year Fiscal | 7 | Destroy |
| CAM-1200 | Patient Health Records |
Includes medical, health, counselling, drug or other medical testing records. Note: If patient is under 18 years old, retention starts when patient turns 18. |
Originating | File Closed |
10 | Destroy |
| CAM-1300 | Physician and Nursing Records | Includes records maintained by regulated health professionals that is not patient specific. | Originating | End Year Fiscal | 10 | Destroy |
| CAM-1400 | Retail Services | Includes bookstore, course packs, orders, sales, inventories, publisher permissions, textbook productions and other retail operations. |
Originating | End Year Fiscal |
7 | Destroy |
| EXT-0100 | Advancement Campaigns |
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. |
Originating | File Closed |
7 | Archives |
| EXT-0200 | Donors | 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. |
Originating | Permanent | ||
| EXT-0300 | Alumni | Includes alumni information including contact, history and relationship to the university. | Originating | Permanent | ||
| EXT-0400 | Awards and Recognition |
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). |
Originating | Superseded | 7 | Archives |
| EXT-0500 | Calendar Production | Includes course catalogues and course listings. | Originating | End Year Academic | 10 | Archives |
| EXT-0600 | Communications | 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. |
Originating | Superseded | 7 | Archives |
| EXT-0800 | External, Government and Media Relations | Includes information related to TMU relationships with the community, municipal, provincial, federal and other governments, external agencies and organizations as well as the media. | Originating | End Fiscal Year | 7 | Archives |
| EXT-0900 | Marketing and Promotions |
Includes marketing programs to promote TMU, including advertising campaigns. Excludes specific artefacts - See EXT-0600. |
Originating | End Fiscal Year |
5 | Archives |
| FAC-0100 | Architectural Projects and Specifications | Includes building plans, specifications, drawings and other construction related records. | Originating | Disposition of Asset |
10 | Archives |
| FAC-0200 | Building Permits | Includes applications and management of building or construction permits. | Originating | Completion | 7 | Archives |
| FAC-0300 | Inventory (of Equipment and Furniture) | Includes inventories of equipment and furniture. | Originating | Disposition of Asset | 7 | Destroy |
| FAC-0400 |
Maintenance | Includes service and maintenance requests and repairs for buildings and equipment. Excludes service agreements or contracts - See ADM-0200. |
Originating | End Fiscal Year | 7 | Destroy |
| FAC-0500 | Operations (Buildings) | Includes records related to ongoing operations of buildings such as cleaning, waste management and space management. | Originating | End Fiscal Year | 7 | Destroy |
| FAC-0600 | Parking Administration | Includes management of parking and permits. | Originating | End Year Academic | 3 | Destroy |
| FAC-0700 | Room Bookings |
Includes meeting rooms, theatre or other facility bookings as part of ongoing operations. Excludes Conference bookings - See CAM-0500 or CAM-0700. |
Originating | End Year Academic | 1 |
Destroy |
| FAC-0800 | Utilities |
Includes electricity, energy, water and other utility maintenance. | Originating | End Year Fiscal | 10 | Destroy |
| FIN-0100 | Accounts Payable | Includes cheque requisitions, credit cards, expense claims, supplier invoices, travel expenses. | Financial Services | End Year Fiscal | 7 | Destroy |
| FIN-0200 | Accounts Receivable | Includes collaborative billings, student accounts and other incoming funds administration. | Financial Services |
End Year Fiscal | 7 | Destroy |
| FIN-0300 | Audit Reports | Includes annual and periodic audit or investigation reports. | Internal Audit Services | Permanent | ||
| FIN-0500 | Banking | Includes bank statements, cash management such as cash registers, petty cash and reconciliations. | Financial Services | End Year Fiscal | 7 | Destroy |
| FIN-0600 | Budgets (University Wide) | Includes university wide budgets such as capital budgets and plans. Excludes departmental budgets, retain as long as operationally required. |
Financial Services |
Permanent | ||
| FIN-0800 | Financial Reporting and Statements | Includes journal, ledgers and financial statements. May also include loans and investment guarantees. |
Financial Services | Permanent | ||
| FIN-0900 | Government Remittances | Includes tax remittances such as GST, HST, PST, liquor license fees, hotel taxes. | Financial Services | End Year Fiscal | 7 | Destroy |
| FIN-1000 | Purchasing and Procurement | Includes purchase orders (POs), procurement, purchase requisitions, requests for proposals (RFPs) and other purchasing records. | Financial Services | End Year Fiscal | 7 | Destroy |
| FIN-1100 | Financial Risk | Includes actuarial assessments, evaluations and reports, insurance, benefit and pension assessments and statements. | Originating | File Closed | 7 | Destroy |
| FIN-1200 | Tax | Includes tax receipts, annual returns and other tax filings. Excludes tax remittances - See FIN-0900. |
Financial Services |
Completion | 7 | Destroy |
| FIN-1300 | Trusts and Endowments | Includes the management of commitments, disbursements of funds related to trusts, endowments, or planned giving. | Financial Services | File Closed | 7 | Destroy |
| GOV-0100 | University Governance | Includes Advisory Councils, Toronto Metropolitan Act, By-Laws, Annual Information Returns, Delegations of Authority and Signatures, Elections and Referenda. | Board Secretariat | Permanent | ||
| GOV-0200 | Board Meetings | Includes Board of Governors Meeting Agendas, Reports, Minutes and resolutions. | Board Secretariat | Permanent | ||
| GOV-0300 | Board Members | Includes Board member information, including appointments and reappointments. | Board Secretariat | Permanent | ||
| GOV-0400 | Board Committees | Includes Audit Committee, Employee Relations and Pension Committee, Executive Committee, Finance Committee, and Negotiations Committee. | Board Secretariat | Permanent | ||
| GOV-0500 | Senate | Includes Actions of Senate/Senate Standing Committees and Sub Committees: Agenda Packages, Minutes, Reports, Presentations, related documentation, Correspondence and Elections. |
Senate | Permanent | ||
| HUM-0100 | Employee Records |
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. |
Human Resources / Originating |
Termination | 7 | Destroy |
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 |
| HUM-0600 | Recruitment and Hiring (Employees) |
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. |
Human Resources | File Closed |
3 | Destroy |
| HUM-0700 | Search Committees |
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. |
Human Resources / Originating | File Closed |
7 | Destroy |
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 |
| IMT-0100 | Access Requests |
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. |
Originating | File Closed |
5 | Destroy |
| IMT-0200 | Archives Management | Includes records related to the acquisition, appraisal, conservation and preservation, arrangement, description and management of archival materials and artifacts maintained by the university Archives. | Library | Permanent | ||
| IMT-0300 | Copy and Printing | Includes records related to business card, stationary, degree printing and other photocopy, duplication, print, reproduction or distribution services. | Originating | End Year | 3 |
Destroy |
| IMT-0400 | Technology Asset Management |
Includes records relating to hardware, software, licenses, devices, computers, servers, inventories and other assets including computers, routers, peripherals and accessories. |
Originating | Disposition of Asset | 3 | Destroy |
| IMT-0500 | Systems Monitoring | 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. |
Originating | Superseded | 30-60-90 Days depending on the system. Consult with CCS/IT for details. |
Destroy |
| IMT-0600 | Incidents, Investigations (Information) | Includes records related to incidents, investigations, complaints or inquiries related to university records or information. |
Originating | File Closed |
Under Review | Destroy |
| IMT-0700 | Library Management | Includes records related to the TMU Library. | Library | File Closed | Under Review | Destroy |
| IMT-0800 | Records and Information Management | Includes records classification, retention schedule, records inventories and destructions. | Originating | File Closed |
Under Review | Destroy |
| IMT-0900 | Software and Applications Management |
Includes records related to software and applications development, acquisition, changes, testing and deployment. | Originating | Superseded |
3 | Destroy |
| IMT-1000 | Telecommunications and Networks | Includes records related to cabling and network services. | Originating | Superseded | 3 | Destroy |
| RES-0100 | Intellectual Property |
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 |
Legal Services |
Permanent | ||
| RES-0200 | Partnerships and Collaboration (Projects and Programs) |
Includes records related to University level research agreements and partnerships. Records may include committee meetings for Collaborative Projects, exchange agreements, internationally funded partnerships, research agreements, RFPs for collaborative projects for both funded and unfunded projects. | Originating | Completion | 7 | Destroy |
| RES-0300 | Research Applications and Proposals | Includes records relating to unsuccessful proposals for research project funding. | Originating | Completion | 3 | Destroy |
| RES-0400 | Research Projects |
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. |
Originating | Completion | 7 | Destroy |
| RES-0500 | Research Ethics | Includes records related to the management of research ethics and Tri-Council, Research Ethics Board (REB). |
Originating | Completion | 7 | Destroy |
| STU-0100 | Academic Records |
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. |
Registrar | Permanent | ||
| STU-0200 | Admissions and Applicants (Unsuccessful) | 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. |
Registrar | Completion | 2 | Destroy |
| STU-0300 | 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. |
Originating | Completion |
10 | Destroy |
| STU-0400 | 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. |
Originating | Completion | 7 | Destroy |
| STU-0500 | Internships (Placements) | 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. |
Originating |
Completion | 7 | Destroy |
| STU-0600 | Recruitment (of Students) | 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 |
Originating | File Closed |
5 |
Destroy |
| STU-0700 | Academic Accommodation Support | Includes academic accommodation and related supports for eligible students with disabilities. | Originating |
File Closed |
10 | Destroy |
| STU-0800 | Student Affairs and Support Services | Includes administration of a variety of student learning and support programs. Records relating to academic advising, employment and careers, exchange students, international students, diversity and inclusion, Ontario Visiting Graduate Students (OVGS), orientation, student groups, writing and learning skills. | Originating |
File Closed |
5 |
Destroy |
| STU-0900 | General Communications (with Students) | 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. |
Originating | File Closed | 1 | Destroy |
| STU-1000 | Faculty or Department Student Files | 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. |
Originating | File Closed |
7 | Destroy |
| STU-1100 | 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. |
Originating | Completion | 2 | Destroy |
| TEA-0100 | Accreditation | Includes Canadian Engineering Accreditation Board (CEAB) or other programs requiring or seeking accreditation. | Originating | Completion | 10 | Archives |
| TEA-0200 | Courses and Curriculum | Includes course listings and descriptions. | Originating | Completion | 10 | Archives |
| TEA-0300 | Student Assignments and Examinations | Includes student submitted exams, quizzes, assignments, paper, thesises, defenses, and other student works. | Originating | End Year Academic | 1 | Destroy |
| TEA-0400 | Periodic Program Reviews (PPRs) | 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. |
Originating | End Year Academic |
7 | Archives |
| TEA-0500 | Scheduling and Enrolments | Includes course calendars, schedules and timetables, faculty loadings, and workload analysis for course loadings. | Originating | End Year Academic | 7 | Destroy |
| TEA-0600 | Student Evaluation Management | Includes grade calculation sheets and worksheets. | Originating | End Year Academic | 5 | Destroy |
