You are now in the main content area

RRS Change Log

The change log contains a list of all changes to the records retention schedule by date. 

Records Code Records Class
Changes
Change Date
IMT-0300 Copy and Printing
Changed description to include stationary and duplication
2019-01-28
HUM-0300 Attendance and Scheduling Changed description to include work schedules.
2019-01-28
FIN-1100   Financial Risk     Changed description to include evaluations and insurance
2019-01-28
FIN-0800 Financial Reporting and Statements Chnged description to add may also include loans and investment guarantees
2019-01-28
FIN-0600 Budgets (University Wide)
Changed description to add capital budgets
2019-01-28
FAC-0500 Operations (Buildings)
Changed description to add space management
2019-01-28
FAC-0100 Architectural Projects and Specifications Changed records class and description. Removed transfer of records from CPRE to CFS as all are part of FMD.
2019-01-28
CAM-1000 Mail and Delivery
Added shipping to description
2019-01-28
CAM-0400 Athletics Memberships, Teams and Registrations Changed description to include sports and early learning center
2019-01-28
CAM-0100 Investigations (Accidents, Security, Emergency, Violence) Changed records class name, modified description, changed retention from 10 to 20 years. 2019-01-28
EXT-0500 Calendar Production
Changed disposition from Destroy to Archives
2018-08-30
TEA-0200 Courses and Curriculum Changed disposition from Destroy to Archives
2018-08-30
IMT-0100 Access Requests  Changed retention from under review to 5 years  2017-12-11 
CAM-0100 Security, Emergency, or Accident Records Changed records class name and description from Accident Reports
2017-10-25
IMT Information Management and Technology All

Changed descriptions to text format

2016-11-02
IMT-0100
Access Requests

Changed records class name. Records retention under review

2016-11-02
IMT-0200
Archives Management

Changed records class name

2016-11-02
IMT-0400
Technology Asset Management

Changed records class name

2016-11-02
IMT-0500
Systems Monitoring

Changed records class name. Records retention under review

2016-11-02
IMT-0600 Incidents, Investigations (Information)

Changed records class name. Records retention under review

2016-11-02
IMT-0700 Library Management

Changed records class name. Records retention under review

2016-11-02
IMT-0800

Records and Information Management

Changed records class name. Records retention under review

2016-11-02
IMT-0900 Software and Applications Management

Changed records class name

2016-11-02
STU Students All

Changed descriptions to new format

2016-07-15
STU-0100
Academic Records

Added note regarding disposition of supporting information after 10 years, added Graduate Studies to Responsible Office as managed separately

2016-07-15
STU-0200
Admissions and Applicants (Unsuccessful)

Changed retention to two years from Permanent, added Graduate Studies to Responsible Office as managed separately

2016-07-15
STU-0300
Discipline/Appeals - Student Misconduct (Academic and Non-Academic)

Changed records class name and disposition from Permanent to 10 years

2016-07-15
STU-0400
Financial Assistance (Students)

Added Ministry of Advanced Education and Skills Development (formerly MTCU) requirements

2016-07-15
STU-0700 Academic Accommodation Support

Changed records class name

2016-07-15
STU-0800 Student Affairs and Support Services

Changed records class name, combined all relevant classes into one from STU-0700 to STU-1600

2016-07-15
STU-0900

General Communications (with Students)

Changed records class name and renumbered from STU-1700

2016-07-15
STU-1000 Faculty or Department Student Files

Changed records class name and renumbered from STU-1800

2016-07-15
RES-0100 Intellectual Property All

Changed descriptions to new format, changed retention from 20 years to Permanent

2016-03-15
RES-0200 Partnerships and Collaboration (Projects and Programs)

Changed descriptions to new format, changed disposition from Archives to Destroy

2016-03-15
RES-0300 Research Applications and Proposals

Changed descriptions to new format, changed retention from 7 to 3 years, changed disposition from Archives to Destroy

2016-03-15
RES-0400 Research Projects

Changed descriptions to new format,  changed disposition from Archives to Destroy

2016-03-15
RES-0500 Research Ethics

New class, removed from Governance (GOV-0600 Ethics)

2016-03-15
GOV All

Changed descriptions to new format

2015-08-24
TEA All

Changed descriptions to new format

2015-08-24
TEA-0200 Course and Curriculum

Changed disposition from Archives to Destroy

2015-08-24
ADM All

Changed descriptions to new format

2015-08-31
ADM-0500 Closing Books

Changed Records Class from Departmental Administration (removed) to Closing Books

2015-08-31
ADM-0700 Legal Opinions

Changed retention from 5 to 7 years

2015-08-31
ADM-0800 Program Management

Changed Records Class from Planning to Program Management (see also ADM-1000 - Split Program and Project Management to two Classes)

2015-08-31
ADM-1000 Program Management

Changed Records Class from Project and Program Management (see also ADM-800 - Split Program and Project Management to two Classes)

2015-08-31
EXT-0100, 300, 400, 500, 600, 900 Various

Changed descriptions

2015-07-03
EXT-0200 Donors

Changed records class name and description

2015-07-03
EXT-0700 Contact Management

Removed records class

2015-07-02
EXT-0800 External, Government and Media Relations

Changed records class name and description

2015-07-02
CAM Campus Operations

Changed Function name from Campus Services to Campus Operations

2015-07-02
CAM-0100 Accident Reports

Changed description

2015-07-02
CAM-0200 Accommodations, Residences and Housing

Changed records class name and description

2015-07-02
CAM-0300 Athletic Awards

Removed records class - included in athletic awards in EXT-0400

2015-07-02
CAM-0400 Athletics Memberships, Teams and Registrations

Changed records class name and description, incorporated day care and day camps, as well as teams

2015-07-02
CAM-0500 Conference Planning and Management

Changed description

2015-07-02
CAM-0600 Day Care and Camp Services

Removed records class - included in CAM-0400

2015-07-02
CAM-0700 Events Management

Pluralized records class and changed description, changed disposition from Archives to Destroy

2015-07-02
CAM-0800 Food and Beverage Services

Changed description

2015-07-02
CAM-0900 Liquor Licenses

Changed description

2015-07-02
CAM-1000 Mail and Delivery Services

Changed description, changed retention period from 3 to 1 year

2015-07-02
CAM-1100 OHIP Billings

Changed records class and description

2015-07-02
CAM-1200 Patient Health Records

Changed records class name and description, added Note where retention event is when patient turns 18

2015-07-02
CAM-1300 Physician and Nursing Records

Changed description

2015-07-02
CAM-1400 Retail Services

Changed description

2015-07-02
CAM-1500 Security and Emergency Management

Removed records class, See - ADM-1000 Program Management

2015-07-02
CAM-1600 Teams

Removed records class, See - CAM-0400

2015-07-02
CAM-1700 Access Cards

Removed records class

2015-07-02
FAC-0100, 200, 300, 400, 500, 600, 800 Various

Changed descriptions

2015-07-02
FAC-0700 Room Bookings

Changed description and changed retention period from 3 to 1 year

2015-07-02
FIN-0100, 200, 300, 500, 600, 900, 1000, 1100, 1200. 1300 Various

Changed descriptions

2015-07-02
FIN-0400 Audit Working Papers

Removed records class

2015-07-02
FIN-0700 Financial Management

Removed records class

2015-07-02
FIN-0800 Financial Reporting and Statements

Changed records class name and description

2015-07-02
HUM-0100, 300, 400, 500, 600, 700, 800, 900, 1000, 1100, 1200, 1300, 1400 Various Changed descriptions 2015-07-03
HUM-0100, 300, 400, 500, 600, 700, 800, 900, 1000, 1100, 1200, 1300, 1400 Various Changed descriptions HUM-0100 2015-07-07
HUM-0200 Employee Records (Retired or Deferred)
Removed records class. See - Pension and Benefits HUM-1100
2015-07-03
HUM-1500 Departmental Hires Removed records class. See - Employee Records - HUM-0100 for all classes of employees.
2015-07-03
STU-0100 Academic Records
Moved includes medical notes (student appeals) to STU-0300 Discipline
2014-05-02
STU-0100 Academic Records Removed includes communications (with students)
2014-04-21
STU-0100 Academic Records Created new class STU-17000 communications (with students) to capture correspondence/emails with students that does not fall into other classes. Retention is 1 year under FIPPA.
2014-04-21
STU-0300 Discipline Moved includes medical notes from STU-0100 Academic Records
2014-05-02
STU-0300 Discipline There are different retentions for different types of Discipline records. Added note to not destroy records pending review of this classification.
2014-04-25
STU-0200 Applicants and Registration
Need to review Retention and Includes.   2014-04-25
FIN-0300
Audit Reports Changed responsible office to Internal Audit Services. 2014-04-28
FIN-0400 Audit Working Papers Changed responsible office to Internal Audit Services. 2014-04-28
HUM-0100 Employee Records Added originating to responsible office as HR may not have all employee records, particularly part time or other short term staff
2014-06-23
EXT-0400 Awards and Recognition Added Convocation 2014-07-09
STU-0700 Accommodations (Access or Disabilities)
Retention was 5, changed to 10 to reflect requirement to keep personal health information for 10 years
2014-08-01
HUM-0100 Employee Records Changed excludes retired or deferred to narrower term, added narrower term departmental hires as these have a shorter retention than most employee records (3 years rather than 7)
2014-10-24
HUM-0300 Attendance and Scheduling Changed retention event from file closed to termination to match employee records retention
2014-10-24
HUM-0600 Recruitment and Hiring (Employees)
Changed retention from 2 to 3 years as requested by HR. Added narrower term recruitment (international) as these have a 6 year retention rathr than 3 for audit purposes.
2014-10-24
HUM-1200 Performance Evaluation
Changed retention event from file closed to termination to match employee records retention
2014-10-24
HUM-1300 Resumes and Candidates (Unsuccessful Applicants)
Changed retention from 1 year to 2 years as requested by Human Resources 2014-10-24
HUM-1400 Recruitment and Hiring (International)
Added new records class for recruitment (international) as these have a different retention from most recruitments (6 years as required for audit purposes)
2014-10-24
HUM-1500 Departmental Hires Added new records class for departmental hires as these have a shorter retention 3 years than most employee records 2014-10-24
IMT-0100
Access and Privacy
Under review (was 10) but not all information retained for that long
2014-11-27
IMT-0700 Library Under Review 2014-11-27
HUM-0700 Search Committees Changed retention from permanent to 7 years, destroy
2015-02-18
STU-0100 Academic Records Changed Responsible Office to Registar, removed Graduate Studies.  Changed discipline/appeal decisionsto discipline and academic appeal decisions. 2019-05-06
STU-0200 Admissions and Applicants (Unsuccessful) Changed Responsible Office to Registar, removed Graduate Studies 2019-05-06