Record Code
|
Record Series / Activity
|
Description / Scope Notes
|
Examples of Record Types
|
Retention Period
|
Final Disposition
|
Office of Primary Responsibility (OPR)
|
Privacy Considerations (Y / N)
|
|
HR-01
|
Employee Records
|
Records providing a history of employment from initial hiring through termination/resignation
|
Personnel Files (Canadian, Local, Student Hires) | Performance Evaluations | Promotions | Probation | Investigations | Performance and Conduct | Immigration and Naturalization Records | Fingerprinting | Background Checks | Exiting Preparations/Interviews | Employee Agreements | New Hire Paperwork | Resignation Letter | Employee Acknowledgements | Employee Correspondence | Employee Licenses, Certifications and Permits | Training Completion/Certification Records
|
Employment Termination + 7 years
|
Destruction
|
Human Resources (HR Officer / HRIS Coordinator)
|
Y
|
|
HR-02
|
Recruitment and Hiring
|
Records related to the processes associated with offering positions, reviewing applications and selecting candidates
|
New Position Requests | RFEs | Job Profiles and Descriptions | Job Posting and Hiring Criteria | Applications | Unsuccessful Candidates | Interviews | Skills and Tests | Evaluation of Positions
|
5 years
|
Destruction
|
Human Resources (Recruitment Officer)
|
Y
|
|
HR-03
|
Compensation and Benefits
|
Records related to the processes associated with designing and administering benefits for employees
|
Benefit Program Records | Medical Insurance Records | Employee Assistance Programs Records | Pension Plan Documentation | Incentives | Allowances | Pension Investment Files
|
Benefit Discontinuation + 7 years
|
Destruction
|
Human Resources (Benefits Clerk)
|
Y
|
|
HR-04
|
Scheduling
|
Records related to the administration of staff schedules
|
Staff Schedules
|
Superseded + 5 years
|
Destruction
|
Human Resources
|
N
|
|
HR-05
|
Training and Development
|
Records related to the development and operation of employee training programs, including attendance and completion records [not to include individual, employee records of completion/certification placed in personnel files]
|
Professional Development Records | Operational Training | Workshops | Orientation |In-House Training | Training Attendance sheets | Training Materials
|
Program Discontinuation + 5 years
|
Destruction
|
Human Resources
|
Y
|
|
HR-06
|
Labour Relations
|
Records related to all union agreements
|
Union Accreditations | Negotiations | Collective Agreements | Grievances and Arbitrations
|
Life of Agreement + 7 years
|
Destruction
|
Human Resouces
|
Y
|
|
HR-07
|
Personnel Management
|
Records related to the processes associated with the management of employees in general
|
Staff and Seniority Lists | Pay Scales | Organizational Charts
|
Superseded + 5 years
|
Selective retention by archives
|
Human Resourses
|
Y
|
