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 |
| STU-0600 | Recruitment (of Students) | Updated description and changed retention from 7 to 5 years to align with STU-0800. | 2023-12-13 |
| STU-1100 | Prospective Students | Added new classification | 2023-10-19 |
| GOV-0500 | Senate | Changed description, removed appeals related information | 2023-10-18 |
| STU-0300 | Student Discipline and Appeals | Changed Records Class from: Discipline/Appeals - Student Misconduct (Academic and Non-Academic) to Student Discipline and Appeals Updated description to include Senate-level appeals. |
2023-12-13 |
| HUM-0100 | Employee Records | Changed Note from Legal Services to General Counsel | 2021-03-25 |
| STU-0400 | Financial Assistance (Students) | Changed description to update Ministry name back to Ministry of Colleges and Universities. | 2020-11-23 |
| 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 |