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Records Management

HR Human Resource Management

Records related to personnel administration through the College,

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Superseded + 5 years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