Agreements
UCLASS Primary GV075 — Agreements
Retention Rule Number: Specific Retention Rule 2008.02
Function/Activity: To document the negotiation and drafting of agreements; to provide evidence of agreements between the university and other bodies.
Description/Type of Records: Drafts and final versions of lease agreements, lease of space agreements, ground leases, third party agreements, license of occupation agreements, independent contractor agreements, supply agreements, professional services agreements, supplementary letters of agreement, affiliation agreements, practicum agreements, master agreements, memoranda of understanding/agreements, partnership agreements, grant agreements, donation agreements, and naming agreements; and related correspondence (including emails), notes, background information, and other working materials. NOTE: This rule does not apply to research contracts (covered by #2001.02a Research Contracts in progress).
Retention Rules:
| Office of Primary Responsibility (OPR) | Retention | Disposition |
|---|---|---|
|
Legal Services Supply Chain Management Development Office International Relations Real Estate, Leasing & Land Holdings Human Resources Academic faculties and departments | ||
| Draft agreements | While agreements are being negotiated | Confidential shred or delete |
| Supporting documents (e.g. correspondence, notes, background information, working materials) | Until the obligations under the terms of the agreement are fulfilled + 12 years | Confidential shred or delete |
| Scanned copies of supporting documents and fully-executed original agreements | After agreements are fully executed, scan supporting documents and fully-executed original agreements, and make scanned copies available to Legal Services. Keep until the obligations under the terms of the agreement are fulfilled + 12 years. | Delete |
| Fully-executed originals in paper form of lease agreements, lease of space agreements, ground leases, third party agreements, license of occupation agreements, independent contractor agreements, supply agreements, practicum agreements, professional services agreements, and supplementary letters of agreement | Until all obligations under the terms of the agreements are fulfilled + 12 years | Confidential shred |
| Fully-executed originals in paper form of affiliation agreements, master agreements, memoranda of understanding/agreements, partnership agreements, and naming agreements. Also, grant agreements and donation agreements of significant monetary amount (contact Legal Services for advice | Transfer to Archives | |
| Fully-executed originals in paper form of grant agreements and donation agreements of insignificant monetary amount (contact Legal Services for advice) | Until all obligations under the terms of the agreements are fulfilled + 12 years | Confidential shred |
Restrictions:
These records are confidential and may be subject to legal privilege; access is limited to staff in the listed Offices of Primary Responsibility, as appropriate. Fully executed original agreements or portions thereof are available to Legal Services and others on a “need to know” basis.
Citations:
Limitations Act, Chapter L-12, s.3(1).
Approval Information:
- Linda Dalgetty, Vice-President Finance and Services
- Karen Jackson, General Counsel
- Lisa Atkinson, University Archives
20 July 2018