MaRRS Retention Rules

2000.11 – Accounts Receivable Invoices

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

98.0018 – Student Academic Files — Graduate

>99.0006 – Student Academic Files — Undergraduate

98.0018 – Student Academic files — Graduate

99.0006 – Student Academic Files — Undergraduate

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

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

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

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

…Certificates of Destruction

…inspection and servicing records

…employee training records (radioactive waste)

…Nuclear Energy Worker Registration forms

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

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

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

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

2016.03 – Protected Disclosure Process