Master Records Retention Schedule (MaRRS)
Authority of MaRRS: MaRRS is a Board of Governors authorized document. Compliance with MaRRS is obligatory for ALL University units. MaRRS applies to ALL University records regardless of format. University records cannot be destroyed unless they are covered by a retention rules contained in MaRRS authorizing their destruction. MaRRS does not apply to published materials such as articles, periodicals or books, and teaching records, nor does it apply to records created by a University employee while acting in a non-University capacity.
Retention Rules Sorted Alphabetically
View ListRetention Rules Sorted by Record Type
View ListRetention Rules
General Retention Rules
- Circulars
- Draft Documents & Working Materials
- Externally Published Materials
- Rejected or unsuccessful applications or submissions
- Temporary Information
AC Academic Operations
The AC ACADEMIC OPERATIONS block of the University Classification System covers activities including curriculum and program development and review, admissions, enrolment and registration of students, liaison with educational institutions, evaluation of instruction and of students, teaching skills development and student experiences with travel study, exchanges and practicum programs.
- Class Record Books
- Course Outlines
- Examinations and Student Assignments
- Grade Collection Source Documents
- Postgraduate Medical Trainee Files
- Program Planning Process
- Student Academic Files – Faculty of Medicine – Undergraduate
- Student Academic Files – Graduate
- Student Academic Files – Undergraduate
- Student Evaluation of Instruction Records
- Study Abroad Program files
AD Administrative Services
The AD Administration Block of the University Classification System covers administrative liaison with external organizations, including associations, socieities, clubs, agencies, committees and councils; and liaison with University clubs and associations. It also covers the booking of facilities and equipment, and administrative activities at the unit level including support staff meetings, the coordination of staff vacations and leaves, and the development of internal office procedures.
General Retention Rules:
CA Capital Assets
The CA Capital Assets block of the University Classification System covers activities involving long-range campus including building priorities; the management of off-site University properties; and the various aspects of space management including the construction of new buildings, the use of existing space, and the alteration and development of University campus properties.
Specific Retention Rules:
CI Collections & Information Management
The CI Collections & Information Management block of the University Classification System covers activities relating to the administration and management of collections and information sources on campus, including library, archival, and museum collections, and the corporate record. It includes planning and acquisition, outreach activities, and the risk management of these collections and information sources.
There are currently no retention rules for these activities. Contact the University Archives at uarc@ucalgary.ca for more information.
CR Community Relations
The CR Community Relations block of the University Classification System covers activities relating to the development of effective relations between the University and its stakeholders, both internal and external, and to the expansion and development of private financial support for the University. These include Senate activities, alumni relations, convocations, and special events designed to promote the University.
Specific Retention Rules:
FM Financial Management
The FM Financial Management block of the University Classification System covers activities reflecting the financial administration and management of the University including the direction of budgeting, tuition planning, provincial funding, and the management of revenues, funds and trust accounts.
Specific Retention Rules:
- Accounts Payable Vouchers
- Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash
- Accounts Receivable Invoices
- Daily Banking
- Donor Tax Receipts
- Expense Allowance
- Financial Reporting
- Investment Management
- Payroll Payment Changes
- Payroll Payments & Deductions
- Research Accounting – Project Files
- Student Fees
- Tuition Planning
GV Governance
The GV Governance block of the University Classification System covers the governance function involving the overall control and direction of the policies, functions and activities of the University. It includes activities of General Faculties Council and Board of Governors committees, senior administrative groups, and faculty councils. It also includes risk management, insurance coverage, legal matters, government relations, and University endowments.
Specific Retention Rules:
- Access and Privacy Cases
- Agreements
- Board of Governors Agendas & Minutes
- Calendar Submission Drafts
- Confidentiality Agreements
- Deans’ Council & Deans’ Council Executive Agenda & Discussion Notes
- Driver Authorization
- Faculty Council Agendas & Minutes
- General Faculties Council
- Insurance Claims
- Internal Audit Process
- Protected Disclosure Process
- Sexual Violence Disclosure
- Student Appeal Process
- Waiver of Liability and Informed Consent Forms
HR Human Resources
The HR Human Resources block of the University Classification System covers activities relating to the employment of University personnel such as appointments, promotions and dismissals; leaves and holidays; compensation and rewards; staff training and development; benefits; staff planning; and staff relations and collective bargaining. Records contained in this block include documents concerning individuals, and correspondence of a policy or general nature.
- Academic Recruitment and Selection process
- Appointment and Reappointment of Senior Administrative Officers
- Employee Files – Academic and Senior Administrative Staff
- Employee Files – Academic and Senior Administrative Staff (Faculty of Medicine)
- Employee Files – Support Staff, Management and Professional Staff
- Employee Files – Continuing Education Contract Instructors
- Employment Application Process (includes Resumes)
- Presidential Review Records
- Presidential Search Records
- Staff Wellness Client files
IN Internationalization
The IN Internationalization block of the University Classification System covers activities related to internationalization and international development, including the development of linkages and partnerships with international bodies, and the creation and management of international development projects.
There are currently no retention rules for these activities. Contact the University Archives for more information at uarc@ucalgary.ca.
RE Research
The RE Research block of the University Classification System covers research and technology transfer as it relates to University operations and the promotion of the University’s research expertise. It includes chairs and professorships; sponsored research; research ethics; research partnerships with industry including business, industrial, technological and research organizations, and with community organizations; and liaison with research bodies including institutes, centres and groups.
Specific Retention Rules:
SS Support Services
The SS Support Services block of the University Classification System covers the provision of institutional support on campus to students, faculty and other clients including the operation and maintenance of University buildings, security services, motor vehicles, and technological and learning support.
Specific Retention Rules:
- Body Donation Process
- Competitive Bid Procurement Process
- Controlled Goods Security Assessment Process
- Hazardous Waste Storage and Disposal Process
- Institutional Analysis process
- Lockshop Work Requests
- Printing Services Print Project Files
- Residence Client Files
- Security Incident Reporting Process
- Threat Assessment Response Process
ST Student
The ST Student Services block of the University Classification System covers activities relating to the provision of student programs and services, including those for international students, native students and special students. It also covers related to student health and wellness, student awards and financial assistance, and student associations.
For student academic files, including scanned records, see AC Academic Operations Block.
Specific Retention Rules
- Graduate Student Scholarships and Awards
- Homestay Case Files
- Mental Health Services Client Files
- Student Accommodations
- Student Wellness Services Patient Records
Other
The OTHER operations rules pertain to records which do not fall under a specific UCLASS block