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.

What is MaRRS and what does it do?

  1. MaRRS is the acronym for the Master Records Retention Schedule. MaRRS is composed of individual retention rules for University record series that:

  2. Establish a timetable for the records according to their value to the University,

  3. Establish a timetable for the records according to their value to the University,

Basic Principles of Applying MaRRS

  1. Determine the records or record series for which you need records management instructions or retention information.If you have a large amount of records you are trying to determine the retention for, first break down the records into categories:
    • Are the records all of one type? (eg: invoices, timesheets, equipment catalogues)
    • Are the records filed together in a series? (eg: employee files, student files)
  2. Check the Master Records Retention Schedule to find the applicable retention rule. (See the tabs below under the heading “Retention Rules”.)Retention rules are grouped together buy thesis according to the function they represent. For example:
    • if you have invoices, expense claims, donor tax receipts, or copies of credit card slips, the function these all relate to is Financial Management
    • if you have employee files, records of promotion, curriculum vitae, or salary information, the function these all relate to is Human Resources
    • if you have student files, grade appeals at the department level, USRI or other evalaution of instruction records, the function these all relate to is Academic Operations.
  3. Once you have determined the function that the records relate to, check the list of retention rules attached to that function.The retention rules will indicate:
    • how long to keep records in your office
    • when to dispose of records
    • how to dispose of records

    If no retention rules are listed for the records you are looking for, contact the University Archives.

    Records that MAY have permanent value.

Retention Rules Sorted Alphabetically

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Retention Rules Sorted by Record Type

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Retention Rules