MaRRS Retention Rules

Record Type

\
Record Type Rule
Academic accommodations 2015.05 – Student Accommodations
Academic integrity
Academic misconduct 98.0015 – Student Appeal Process
Access Requests 2007.01 – Access and Privacy Cases
Accommodations – disability and protected grounds 2015.05 – Student Accommodations
Accounts Payable Invoices 99.0001 – Accounts Payable Vouchers (see also IDB’s in Financial Reporting)
Accounts Receivable Invoices

2000.11 – Accounts Receivable Invoices

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash

Adjunct employee files 98.0016 – Employee Files — Academic and Senior Administrative Staff
Admission records

98.0018 – Student Academic Files — Graduate

>99.0006 – Student Academic Files — Undergraduate

Affiliation agreements 2008.02 – Agreements
Agencies (External) 2009.01 – External Organizations
Aging reports 99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash
Agreements 2014.14 – Confidentiality Agreements; 2008.02 Agreements
Anecdotal notes (Nursing) 99.0006 – Student Academic Files – Undergraduate
Appeals 98.0015 – Student Appeal Process
Applications…
 
…for Academic Positions 2010.04 – Academic Recruitment and Selection process
…for Non-Academic Positions 98.0019 – Employment Application Process (includes Resumes)
…for Senior Administrative position 2013.02 – Appointment and Reappointment of Senior Administrative Officers
…for Deferred Exams

98.0018 – Student Academic files — Graduate

99.0006 – Student Academic Files — Undergraduate

…for Graduate Scholarships (External) 2008.04 – Graduate Student Scholarships and Awards
…for Graduate Scholarships (Internal) 2008.04 – Graduate Student Scholarships and Awards
…for Leave of Absence (students)

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

… for MaPPS positions

98.0019 – Employment Application Process (includes Resumes)

…for Study Abroad opportunities

2007.02 – Study Abroad Program Files

… for Support Staff positions

98.0019 – Employment Application Process (includes Resumes)

Applied pschological testing

2014.11 – Centre for Wellbeing in Education Client Files (formerly ISE & U-CAPES)

Appointment notices

98.0001 – Circulars

Articles

98.0002 – Externally Published Materials

Assignments – see Student Assignments
 

Associations (External)

2009.01 – External Organizations

Audit records

2015.04 – Internal Audit Process

Award notification

2000.25 – Research Accounting – Project Files

Bank…

 

…Draft payments

99.0001 – Accounts Payable Vouchers

…Reports

2000.22 – Daily Banking

…Statements and reconciliations

2000.22 – Daily Banking

Bankrupt notices

2000.11 – Accounts Receivable Invoices

Billing for medical services

2014.04 – UCMG Billing and Transcription Records

Board of Governors

98.0004 – Board of Governors Agenda and Minutes

Body donation records

2014.02 – Body Donation Process

Calendar submission drafts

98.0009 – Calendar Submission Drafts

Capital equipment forms

2000.10 – Equipment Inventories

Cash…

 

…Audit log books

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

…Balances

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

…Receipt vouchers

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Casual payroll requisitions / timesheet forms

2000.07 – Payroll Payments & Deductions

Catalogues – Supplies/Equip

98.0002 – Externally Published Materials

Certificates of Destruction

2008.05 – Hazardous Waste Storage and Disposal Process

Change of Grade forms

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

Cheque…

 

…Log books

99.0001 – Accounts Payable Vouchers

…Register – payroll

2000.08 – Payroll Payment Changes

…Requisitions

99.0001 – Accounts Payable Vouchers

…Copies of

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Circulars

98.0001 – Circulars

Class record books

2000.13 – Class Record Books

Classification code manual (equipment)

2000.10 – Equipment Inventories

Collection Agency records

2000.11 – Accounts Receivable Invoices

Committees (External)

2009.01 – External Organizations

Competitive bid records

2010.01 – Competitive Bid Procurement Process

ConfidenceLine records

2016.03 – Protected Disclosure Process

Confidentiality Agreements

2014.14 – Confidentiality Agreements

Controlled Goods

2014.12 – Controlled Goods Security Assessment Process

Core Documents

2004.02 – Course outlines, Core Documents

Councils

 

…Deans’

98.0006 – Deans’ Council and Deans’ Council Executive

…External to University

2009.01 – External Organizations

…Faculty

98.0007 – Faculty Councils

…General Faculties

98.0003 – General Faculties Council (GFC)

Counselling services (U-CAPES)

2014.11 – Integrated Services in Education Client Files (ISE, formerly U-CAPES)

Counselling services (SU Wellness)

2014.09 – Mental Health Services Client Files

Course Outlines

2004.02 – Course outlines, Core Documents

Credit…

 

…Card slips

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

…Card slips (tax receipts)

2000.05 – Donor Tax Receipts

Curriculum Vitae

 

…accompanying applications for academic positions

2010.04 – Academic Recruitment and Selection process

…for recruited academic staff

98.0016 – Employee Files – Academic and Senior Administrative Staff

Daily Cash Balance

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Deans’ Council

98.0006 – Deans’ Council and Deans’ Council Executive records

Declaration form (equipment)

2000.09 – Disposal and Surplus

Deferred Exams (Applications for)

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

Deposit…

 

…Account analyses

2000.22 – Daily Banking

…Books

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

…Forms (tax receipts)

2000.05 – Donor Tax Receipts

…Vouchers

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Direct mail

98.0001 – Circulars

Disability services

2015.05 – Student Accommodations

Disclosures of sexual violence

2017.02 – Sexual Violence Disclosure

Disposal form (equipment)

2000.09 – Disposal and Surplus

Donor Tax receipts
2000.05 – Donor Tax Receipts

Donation agreements

2008.02 – Agreements

Drafts

98.0011 – Draft Documents & Working Materials

Driver Authorizations, agreements & abstracts

2011.05 – Driver Authorization

Educational assessment and testing

2014.11 – Integrated Services in Education Client Files (ISE, formerly U-CAPES)

Emergency loan applications

2000.20 – Student Fees

Employee Files…

 

…Academic & Senior Staff

98.0016 – Employee Files – Academic and Senior Administrative Staff

…Adjuncts

98.0016 – Employee Files – Academic and Senior Administrative Staff

…Continuing Education Contract Instructors

2014.06 – Employee Files – Continuing Education Contract Instructors

…Emeriti

98.0016 – Employee Files – Academic and Senior Administrative Staff

…Sessionals

98.0016 – Employee Files – Academic and Senior Administrative Staff

…Support Staff, MAPS

98.0017 – Employee Files – Support Staff, Management & Professional Staff

Employee training records

2008.05 – Hazardous Waste Storage and Disposal Process

Equipment…

 

…Catalogues

98.0002 – Externally Published Materials

…Disposal form

2000.09 – Disposal and Surplus

…Inventory audit reports

2000.10 – Equipment Inventories

Ergonomic assessments

2013.06 – Staff Wellness Client files

Exams…

 

…Deferred

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

…NOT returned to students

2000.01 – Examinations and Student Assignments

…Returned but not picked up

2000.01 – Examinations and Student Assignments

Expressions of interest

2010.01 – Competitive Bid Procurement Process

Externally published reports

98.0002 – Externally Published Materials

Faculty Councils

98.0007 – Faculty Councils

Financial…

 

…Statements

2000.23 – Financial Reporting

…Transaction summary reports

2000.20 – Student Fees

General Faculties Council (GFC)

98.0003 – General Faculties Council (GFC)

General ledger (FRS)

2000.23 – Financial Reporting

Gift certificate books

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Gift-in-kind reports

2000.05 – Donor Tax Receipts

Grade…

 

…Appeals

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

…(Change of) forms

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

…Collection sheets

2000.12 – Grade Collection Source Documents

Graduate…

 

…and trust appointment records

2000.07 – Payroll Payments & Deductions

…Student academic files

98.018 – Student Academic Files – Graduate

Grant agreements

2008.02 – Agreements

Group travel study records

2007.02 – Study Abroad Program Files

GST payments

99.0001 – Accounts Payable Vouchers

Hazardous Waste Storage and Disposal…

 

…shipping and disposal records

2008.05 – Hazardous Waste Storage and Disposal Process

…Certificates of Destruction

2008.05 – Hazardous Waste Storage and Disposal Process

…inspection and servicing records

2008.05 – Hazardous Waste Storage and Disposal Process
…leak testing recorrds
2008.05 – Hazardous Waste Storage and Disposal Process

…employee training records (radioactive waste)

2008.05 – Hazardous Waste Storage and Disposal Process

…Nuclear Energy Worker Registration forms

2008.05 – Hazardous Waste Storage and Disposal Process

Health promotion & surveillance records

2013.06 – Staff Wellness Client files

Holiday notices

98.0001 – Circulars

Homestay records

2014.05 – Homestay Case Files

Incident reports

2011.06 – Security Incident Reporting Process

Informed Consent forms

2000.17 – Waiver of Liability and Informed Consent Forms

Inspection and servicing records (radioactive waste)

2008.05 – Hazardous Waste Storage and Disposal Process

Institutional Analysis…

 

…Project files (all)

2009.04 – Institutional Analysis Process

…Major reports

2009.04 – Institutional Analysis Process

Insurance claims

2011.02 – Insurance Claims

Interdepartmental Billing vouchers (IDB)

2000.23 – Financial Reporting

Interest calculations

2000.24 – Investments

International Student lodging

2014.05 – Homestay Case Files

Inventory audit reports (equipment)

2000.10 – Equipment Inventories

Investment portfolio reports and registers

2000.24 – Investments

Invitation to bid

2010.01 – Competitive Bid Procurement Process

Invoices…

 

…Accounts payables

99.0001 – Accounts Payable Vouchers

…Accounts receivable

2000.11 – Accounts Receivable Invoices

Journal entry records & vouchers

2000.23 – Financial Reporting

Journals

98.0002 – Externally Published Materials

Leak testing records (radioactive waste)

2008.05 – Hazardous Waste Storage and Disposal Process

Lease agreements

2008.02 – Agreements

Leave…

 

…Application forms (staff)

98.0016 – Employee Files – Academic and Senior Administrative Staff

…of Absence – students

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

…of Absence (staff)

98.0010 – Temporary Information

Loan applications – students

2000.20 – Student Fees

Lockshop work requests

2018.02 – Lockshop Work Requests

Log books

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Medical Billing and Transcription

2014.04 – UCMG Billing and Transcription Records

Meeting notices

98.0001 – Circulars

Mental Health Services – SU Wellness

2014.09 – Mental Health Services Client Files

Monetary appraisal records

2000.05 – Donor Tax Receipts

Naming agreements

2008.02 – Agreements

New capital equipment forms

2000.10 – Equipment Inventories

Non-academic misconduct

98.0015 – Student Appeal Process

Notices of Meetings, appts, holidays

98.0001 – Circulars

Notification of awards

2000.25 – Research Accounting – Project Files

Nuclear Energy Worker registration forms

2008.05 – Hazardous Waste Storage and Disposal Process

Organizations (External)

2009.01 – External Organizations

Packing Slips

98.0010 – Temporary Information

Partnership agreements

2008.02 – Agreements

Payroll deduction records

2000.07 – Payroll Payments & Deductions

Payroll vouchers

2000.23 – Financial Reporting

Petty Cash

99.0005 – Accounts Receivable, Petty Cash

Physician’s notes (diagnosis & treatment)

2013.04 – SU Wellness Centre — Patient Records

Postgraduate medical education trainees

2000.03 – Postgraduate Medical Education Trainee files

Post-it notes

98.0010 – Temporary Information

Practicum agreements

2008.02 – Agreements

Presidential review records

2000.14 – Presidential Review records

Presidential search records

2000.15 – Presidential Search records

Press releases

98.0001 – Circulars

Print project files

2017.03 – Printing Services Print Project Files

Privacy requests

2007.01 – Access and Privacy Cases

Procurement records

2010.01 – Competitive Bid Procurement Process

Professional expense reimbursement claims (PER)

2000.06 – Expense Allowance

Program costing records

2000.23 – Financial Reporting

Program planning records

2014.01– Program Planning Process

Program statistical records

2000.20 – Student Fees

Project Files – Research Accounting

2000.25 – Research Accounting – Project Files

Promissory notes

2000.20 – Student Fees

Protected disclosure

2016.03 – Protected Disclosure Process

Psychological assessment and testing (U-CAPES)

2014.11 – Integrated Services in Education Client Files (ISE, formerly U-CAPES)

Psychological assessment and testing (SU Wellness)

2014.09 – Counselling Client Files

Purchase orders, requisitions

99.0001 – Accounts Payable Vouchers

Reconciliation records

2000.20 – Student Fees

Registration forms

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

Relocation claims

99.0001 – Accounts Payable Vouchers

Reports – external published

98.0002 – Externally Published Materials

Requests for quotation or information

2010.01 – Competitive Bid Procurement Process

Research Data – not involving human subjects

2014.15 – Research Data – Not Involving Human Subjects

Research involving human subjects…

 

…For Health Canada

2011.01 – Research Involving Human Subjects

…For all other

2011.01 – Research Involving Human Subjects

Residence client files

2013.03 – Residence Client Files

Resumes…

 

…(CV’s) solicted (academic)

…solicited (non-academic)

98.0019 – Employment Application Process (includes Resumes)

2013.02 – Appointment and Reappointment of Senior Administrative Officers

…unsolicited

98.0019 – Employment Application Process (includes Resumes)

Review of President records

2000.14 – Presidential Review

Routing slips

98.0010 – Temporary Information

Scholarly integrity records

2016.03 – Protected Disclosure Process

Scholarship applications – GRADUATE…

 

…successful – External Agency

2008.04 – Graduate Student Scholarships and Awards

…successful – Internal

2008.04 – Graduate Student Scholarships and Awards

…unsuccessful

2008.04 – Graduate Student Scholarships and Awards

Scholarship Committee agendas & minutes (FGS)

2008.04 – Graduate Student Scholarships and Awards

Search & Selection…

 

…Academic staff

2010.04 – Academic Recruitment and Selection process

…Presidents

2000.15 – Presidential Search

…Senior Administrative Officers

Security Assessments

2014.12 – Controlled Goods Security Assessment Process

Security incident reports

2011.06 – Security Incident Reporting Process

Senate and Senate Committees

98.0006 – Senate and Senate Committees

Senior staff employee files

98.0016 – Employee Files – Academic and Senior Administrative Staff

Shipping and disposal records (hazardous waste)

2008.05 – Hazardous Waste Storage and Disposal Process

Societies (External)

2009.01 – External Organizations

Student Academic Files…

 

…Graduate

98.0018 – Student Academic Files – Graduate

…Medicine (UME)

2010.06 – Student Academic Files – Cumming School of Medicine – Undergraduate

…Unclassified students

99.0006 – Student Academic files – Undergraduate

…Undergraduate

99.0006 – Student Academic Files – Undergraduate

Student Assignments…

 

…NOT returned to students

2000.01 – Examinations and Student Assignments

…not picked up by students

2000.01 – Examinations and Student Assignments

Student fee payment receipts, loan agreements, fee invoices

2000.20 – Student Fees

Summary reports – financial transactions student fees and loans

2000.20 – Student Fees

Supply agreements

2008.02 – Agreements

Supply Catalogues

98.0002 – Externally Published Materials

Support staff employee files

98.0017 – Employee Files – Support Staff, Management & Professional Staff

Surplus sales reports

2000.10 – Equipment Inventories

Tag listings (equipment)

2000.10 – Equipment Inventories

Tax…

 

…Receipt log books

2000.05 – Donor Tax Receipts

…Receipts (donor)

2000.05 – Donor Tax Receipts

…Returns

2000.23 – Financial Reporting

Team Authorization Forms – Research Projects

2000.25 – Research Accounting – Project Files

Telephone messages

98.0010 – Temporary Information

Temporary information

98.0010 – Temporary Information

Till tapes

99.0005 – Accounts Receivable Cash Receipt and Deposit Vouchers, Petty Cash

Timesheets…

 

…Casual payroll requistions

2000.07 – Payroll Payments & Deductions

…Non-casual

98.0010 – Temporary Information

Transcription services

2014.04 – UCMG Billing and Transcription Records

Transcripts

98.0018 – Student Academic Files — Graduate

99.0006 – Student Academic Files — Undergraduate

Travel…

 

…Advance requisitions

99.0001 – Accounts Payable Vouchers

…Claim vouchers

99.0001 – Accounts Payable Vouchers

Trust…

 

…Account financial statements

2000.25 – Research Accounting – Project Files

…and graduate appointment records

2000.07 – Payroll Payments & Deductions

…Extension printouts

2000.25 – Research Accounting – Project Files

Tuition fee planning documents

2014.07 – Tuition Planning

Tuition fee waivers

2000.20 – Student Fees

Unclassified Student files

99.0006 – Student Academic Files – Undergraduate

Undergraduate…

 

…Student academic files

99.0006 – Student Academic Files – Undergraduate

…Student files (Medicine)

2010.06 – Student Academic Files – Cumming School of Medicine – Undergraduate

Universal student ratings of instruction

99.0010 – Student Evaluation of Instruction Records

Unit reviews

2014.01 – Program Planning Process

Violence threat risk assessment reports and recommendations

2017.16 – Threat Assessment Response Process

Violence triage referral forms

2017.16 – Threat Assessment Response Process

Voice-mail recordings

98.0010 – Temporary Information

Waivers

2000.17 – Waiver of Liability and Informed Consent Forms

Waybills

98.0010 – Temporary Information

Whistleblower Act

2016.03 – Protected Disclosure Process

Withhold notices 2000.20 – Student Fees
Work requests 2018.02 – Lockshop Work Requests