01 - ADMINISTRATION / ADMINISTRATION – GENERAL

01.01

Final versions – Electronic records

Records whose final version is not subject to revision or periodic updates:  reports, studies, minutes of meetings, correspondence, etc. (this schedule applies only to files whose subject is not covered by a specific retention schedule).

Copy

Unit

Active

Semi-active

Inactive

  primary [ c ]

unit responsible

X¹

D²

secondary [ c ]

other units concerned

X³

D

Notes :                                                                                                          (D=Destruction R = Retention )

¹ Retention:  1 year after creation of record or until file is reused for preparing similar records.
² Destruction: Research value ensured by retention (with archives) of original records on paper or microfilm (if there is no paper or microfilm version, electronic records should be transferred to paper or microform).
 ³ Retention:  1 month after receipt of record.

[  ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

  PREVIOUS SCHEDULE  | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION - GENERAL

01.02

Updated records – Electronic records  

Records requiring foreseeable, periodic revision:  procedures, policies, regulations, directives, liaison records, inventories, electronic spreadsheets, etc. (this schedule applies only to files whose contents are not covered by a specific retention schedule).

Copy

Unit

Active

Semi-active

Inactive

  primary [ c ]

unit responsible

X¹

D²

secondary [ c ]

other units concerned

X³

D

Notes :                                                                                                         ( D = Destruction   R = Retention )

¹ Retention:  Until next updating of records or until a final version is produced.
² Destruction: Research value ensured by retention (with archives) of original records on paper or microfilm (if there is no paper or microfilm version, electronic records should be transferred to paper or microform).
³ Retention:  1 month following reception of record.

[ ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 - ADMINISTRATION   / ADMINISTRATION - GENERAL

01.03

Working records

Records used in the preparation of miscellaneous reports, memoranda, studies, policies, regulations, procedures, publications, etc. (drafts, notes or preliminary data, supporting documentation).

copy

Unit

Active

Semi-active

Inactive

  primary[ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                     ( D = Destruction R = Retention )

¹ Retention:  1 year following deposit or dissemination of the record’s final version.

[  ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION - GENERAL

01.04

Reference files

Files whose subject matter may vary from unit to unit according to need and specific activities.  These files comprise the working or support records of a given unit relating to its specific activities and required for reference purposes in its operations.  They may contain records of internal or external origin (magazine articles, press clippings, folders, brochures, extracts from books, reports and outside publications, catalogues, technical reference records, etc.).

Copy

Unit

Active

Semi-active

Inactive

  primary [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                           ( D = Destruction R = Retention )

¹ Retention:  1 year following completion of the file subject activity.
Note:  Such records do not necessarily constitute archives within the meaning of the Quebec Archives Act R.S.Q. c.A21.1, but may be used as support records in the course of the activities of the institution or of one of its components (they should be destroyed as soon as the information contained in them is no longer useful or relevant).

[  ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.05

Subject files, ad hoc files

Files dealing with a specific subject and consolidating various records relating to the activities of the institution or of one of its components:  correspondence, reports, studies, statistics, discussion papers, comments, etc. (this schedule applies only to files whose contents are not covered by a specific retention schedule).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years 

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                     ( D = Destruction    R = Retention )

¹ Retention:  Until the file subject activity has been completed.  
² Archives selection:  Retention of records that significantly document the direction and development of main activities of the institution or of one of its components.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.06

Liaison files

Correspondence received or sent regarding invitations, acknowledgements, congratulations, good wishes, condolences, etc.  Also includes routing slips, memoranda, acknowledgements of receipt, certified copies and all liaison records that could be part of specific administrative files.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                      ( D = Destruction   R = Retention )

¹ Retention:  3 months after sending record.
² Retention:  3 months after receiving record.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.07

Lists and inventories

Records used in ongoing management: inventories, mailing and distribution, directories, catalogues, etc. (this schedule applies only to files whose contents are not covered by a specific retention schedule).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

D²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                                     ( D = Destruction   R = Retention )

¹ Retention:  As long as the record is operative or until its replacement by a new version.
² Destruction: Inventories, lists and other similar records having research value are covered by specific retention schedules.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.08

Chronological correspondence

Files, registers, or logs comprising correspondence in chronological order sent by a unit for follow-up or to document its daily activities or performance.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

N o t e s :                                                                                      ( D = Destruction   R = Retention )

¹ Archives selection: Retention of management’s chronological correspondence registers to the extent that they significantly document the evolution of activities related to the institution’s mandate (if quantities justify, transfer to microfilm and destroy paper records).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.09

Appointments  

Lists of persons occupying management positions or who participate in the institution’s various bodies, committees, boards or associations.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                              ( D = Destruction   R = Retention )

¹ Retention: Until replacement by a new version.
² Archives selection: Retention of an annual appointments log profile.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.10

Elections  

Records dealing with the organization of elections, consultations or referenda:  organization of balloting, election procedures, signs and posters, lists of nominees, ballots, forms relating to vote counting, results, minutes of election committee (if applicable), correspondence, etc..

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X ³

D

N o t e s :                                                                                          ( D = Destruction   R = Retention )

¹ Retention:  1 year following confirmation of results (ballots to be destroyed immediately following expiry of deadline for challenges).
² Archives selection:  For elections or consultations leading to appointments of members of the institution’s management, retention of election committee minutes, list of electoral college members, returning officer’s report, election procedure and significant correspondence (or equivalent in the case of a referendum).  Destruction of election support records.
³ Retention: Until confirmation of results.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.11

Participation in outside organizations

Miscellaneous records relating to activities of external organizations that maintain relations with the institution or with one of its components (representation on committees, in joint activities, etc.).  Includes correspondence, printouts, minutes and any records created or received in the course of such activities.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                     ( D = Destruction   R = Retention )

¹ Archives selection: Retention of correspondence, reports and all records documenting significant exchanges between the institution and outside organizations.  Retention of records prepared and submitted by representatives of the institution, documenting its active participation or reflecting its institutional positions.  Destruction of documentation or records accumulated for information purposes that do not refer to the institution’s participation.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.12

Calendar of activities

Records that indicate, for a definite period, the date of certain activities or events connected to the life of the institution or one of its components:  calendars, programs, timetables, schedules, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                                               ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of calendars or programs that significantly illustrate activities directly related to the mandate of the institution or one of its components.
² Retention:  Until the end of the period concerned.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATION – GENERAL

01.13

Inquiries

Correspondence addressed to the institution by persons or outside organizations requesting general or specific information about the institution’s operations or activities.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                    ( D = Destruction   R = Retention )

¹ Retention:  1 year after closing file.
² Retention:  Until closing of file.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / COMMITTEES

01.14

Minutes and resolutions – Electronic records

Minutes and resolutions adopted during meetings of the institution’s various bodies, boards, committees or working groups (tools developed to retrieve contents of minutes and resolutions are covered by a specific schedule, see 01.31).

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

D²

secondary [ c ]

other units concerned

X³

D

N o t e s :                                                                                  ( D = Destruction   R = Retention )

¹ Retention:  Until the final version of minutes is adopted or until the files (minutes and resolutions) can be accessed directly in a computerized retrieval system.         
² Destruction: Research value ensured by retention of original records on paper or microfilm (see schedule 01.15).
³ Retention:  Until next meeting of committee concerned.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / COMMITTEES

01.15

Committees – General

Records documenting the functioning of meetings of the institution’s various bodies, boards, committees or working groups (organization, discussions, deliberations, follow-up):  schedule of meetings, notices of meetings, agendas, minutes, status reports, documents discussed, adopted or filed for information, resolutions, documentation required for meeting preparation, taking of minutes and requests for corrections.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                 ( D = Destruction   R = Retention )

¹ Retention:  1 year after adoption of minutes.
² Archives selection:  Retention of minutes and records pertaining to institution bodies and committees, as well as official copies of resolutions.  Destruction of records relating to meeting preparation (proposed agenda items, notification of meeting, etc.).  Destruction of records relating to ad hoc, non-statutory committees and working groups, records of whose main activities and achievements are found in the minutes, related records or other records or files of a body at a higher level.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / COMMITTEES

01.16

 Committees – Appointments 

Records dealing with the appointment of members of the institution to internal or external bodies and committees (boards, commissions, committees, working groups, outside representation, etc.):  correspondence, notice of expiry of term, appointment procedures, documentation on application of these procedures, appointments lists, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                        ( D = Destruction   R = Retention )

¹ Retention: 3 years or period equivalent to length of terms, whichever is longer.
² Archives selection:  Retention of cumulative list of appointments and appointment procedures.  Destruction of support records.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 - ADMINISTRATION /
HISTORICAL, CONSTITUTIVE AND REGULATORY RECORDS

01.17

Historical

Records dealing with the founding, historical evolution (growth and orientation) of the institution and its various components; and or document the history of the institution or specific events that have marked its development (historical celebrations, special anniversaries, commemorative ceremonies, unveiling of a plaque or monument, etc.).  Including particular texts, manuscript notes, chronologies, publications and other records relating in whole or in part to the history of the institution, its components and its members.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                        ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of records that substantively document the history of the institution or one of its components.  Destruction of notes and working records.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 - ADMINISTRATION /
HISTORICAL, CONSTITUTIVE AND REGULATORY RECORDS

01.18

Charter, statutes, letters patent

Official records providing proof of the institution’s constitution (or amendments to its statutes) and set out its rights, privileges and obligations.  This schedule also covers all of the amendments made to the institution’s constitutive records.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                 ( D = Destruction   R = Retention )

¹ Transfer to archives.
² Retention:  As long as the records are in effect.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 - ADMINISTRATION /
HISTORICAL, CONSTITUTIVE AND REGULATORY RECORDS

01.19

Regulations, by-laws

Records comprising the schedules governing the institution’s organization and operations:  general regulations (for the administrative and pedagogical activities of the whole institution) and specific regulations (for the activities of the various components).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                 ( D = Destruction   R = Retention )

¹ Retention:  As long as records are in effect or until replacement by a new version.
² Archives selection:  Retention of official version (and of all updates) of various regulations or by-laws.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 - ADMINISTRATION /
HISTORICAL, CONSTITUTIVE AND REGULATORY RECORDS

01.20

Honorary distinctions

Records dealing with the various distinctions conferred by the institution:  honorary doctorates, medals, diplomas for artistic or scientific excellence, titles of professor emeritus, chancellor, etc.  Files may contain the following records:  curriculum vitae of candidates and recipients, letters of support, presentation texts, thank-you speeches, press releases, speeches by members of the institutions, invitations, correspondence, extracts of minutes of the body approving the conferring of the distinction, copies of diplomas or certificates awarded, lists of recipients, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                    ( D = Destruction   R = Retention )

 ¹ Archives selection:  Retention of list and files of recipients (curriculum vitae, date and nature of honour conferred, filed of activity, discipline), methods of conferral, records describing the procedure of awards ceremonies, lists of unsuccessful candidates, copies of certificates and degrees awarded.  Destruction of unsuccessful candidates’ files and non-essential support documents.  

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.21

Administrative planning

Records establishing the priorities and orientations of the institution and its various components:  annual, three-year and five-year corporate plans, planning of general and specific objectives for administrative units.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                                  ( D = Destruction   R = Retention )

¹ Retention:  1 year following period covered by planning document.
² Retention:  1 year or a period equivalent to the period covered by the planning document.
³ Archives selection: Retention of final versions of plans, summary records establishing specific and general objectives of the institution’s units and studies completing such records.  Destruction of working files.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.22

Policies, procedures

Internal governance records (general or specific) drawn up by the institution or one of its components with the object of guiding actions to be undertaken, providing steps to be followed, specifying means to be used to carry out activities necessary to attain the institution’s goals:  policies, procedures, standards, directives, administrative practices.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                         ( D = Destruction   R = Retention )

¹ Retention:  As long as records are in effect or until replacement by a new version.
² Archives selection:  Retention of official versions (and all updates) of policies, procedures, standards, directives and administrative practices prepared by the institution or one of its components that document the process of carrying out its various activities.  Destruction of working files and extremely specific procedures.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.23

Delegation of authority

Records arising from the distribution and delegation of authority within the institution. This schedule also applies to financial and signing authority (certification identifying persons delegated to sign certain documents).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                                    ( D = Destruction   R = Retention )

¹ Retention:  1 year following end of the delegation.
² Destruction: Delegations approved by the institution’s decision-making bodies to be kept with the records of those bodies.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.24

Administrative organization and structure

Records dealing with the definition and evolution of the mandates and administrative structure of the institution and its various components (distribution of mandates and management of organizational structure: identification of units, sub-units, functions, types and number of positions and reporting relationships).  This schedule also includes reports, studies and organizational or structural analyses (re-evaluation of mandates, restructuring, creation, closing and amalgamation of administrative units, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                                    ( D= Destruction   R = Retention )

¹ Retention:  As long as records are in effect.
² Archives selection: Retention of official versions of mandates and organizational structures and final version of analyses and reports documenting the development of administrative responsibilities, organization of the work and structure of the institution or one of its components.  Destruction of drafts and organizational structures not adopted. 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.25

Client services  

Records dealing with the definition, allocation, evaluation and review of client services provided by the institution and its various components:  list and description of services, definition of target clienteles’ needs, statistics on use of services, etc.

copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

1 year

R ²

N o t e s :                                                                                                              ( D = Destruction   R = Retention )

¹ Retention:  Until next evaluation or redefinition of services provided by the unit.
² Archives selection:  Retention of studies, reports and analyses significantly documenting services provided by the different units.  Destruction of support records (drafts, preliminary versions, etc.).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / PLANNING, ORGANIZATION AND INTERNAL GOVERNANCE

01.26

Evaluation of units

Records dealing with evaluation or organizational development activity in one of the institution’s units.  The file may include the following records:  evaluation or action mandate and procedure, correspondence, unit self-evaluation, satisfaction survey, comparisons with other institutions, target-group consultations, and evaluation reports.

copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                                             ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of summary reports and records documenting the objectives, process and results of the evaluation, consultation or action (self-evaluation reports, survey reports, client comments, final report, significant correspondence).  Destruction of support records.
² Retention:  Until completion of the evaluation or action. 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / REPORTS AND STATISTICS

01.27

Activity reports

Records composed of qualitative and quantitative data summarizing the activities of the institution or one of its components over a definite time period.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                                           ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of cumulative and summary reports that document substantively the main achievements of the institution or component on an annual basis or at more frequent intervals in the absence of annual data.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:14/3/02 

01 – ADMINISTRATION / REPORTS AND STATISTICS

01.28

Studies and analyses

Records created by the institution or one of its components summing up issues pertaining to some aspect of activities management (this schedule applies only to studies and analyses whose subject-matter is not covered by a specific retention schedule).

copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                                             ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of studies and analyses bearing on subjects directly related to the mission, mandate or activities of the institution or one of its components.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated : 14/3/02-03014

01 – ADMINISTRATION / REPORTS AND STATISTICS

01.29

Statistics

Records containing statistical data concerning various aspects of the administrative and academic management of the institution or one of its components.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

3 years

R¹

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                                               ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of cumulative and summary statistics showing the development of the main activities of the institution or one of its components on an annual basis or a more frequent basis in the absence of annual data. Destruction of working records and or other records whose data has been used or summarized in final versions of statistical reporting.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / REPORTS AND STATISTICS

01.30

Inquiries and surveys

Records related to the design and execution of inquiries or surveys for the institution or one of its components: correspondence, questionnaires, data interpretation reports, final reports and various other documents.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

2 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                              ( D = Destruction   R = Retention )

¹ Retention:  1 year after analysis of survey or publication of results.
² Archives selection:  Retention of records relating to inquiries or surveys documenting the orientation and development of the main activities of the institution or one of its components (retention of final report and one specimen of the questionnaire used if not contained in final report).  Destruction of working records (copies of questionnaires, preliminary reports etc.).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated : 14/3/02-0-14

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.31

Administrative records management – Electronic records

Data used in the management of administrative records of the institution and its components:  records classification, management of essential records, minutes, forms and semi-active records, retention schedule management, inventories of microfilm or digital records, records disposal monitoring, etc..

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

R²

N o t e s :                                                                                                      ( D = Destruction   R = Retention )

¹ Retention:  As long as the system exists (data are updated regularly).
² Archives selection:  Retention of records concerning series designated for permanent retention (archives) including but not exclusive to minutes, resolutions, microfilm or digital archives, and retired retention schedules.  Records that cannot be maintained electronically should be preserved on paper or microfilm.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.32

 Records classification 

Records relating to the development, establishment and use of the institution’s records classification system, set-up procedures, information files on status of job classifications, list of unit administrative records, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                              ( D = Destruction   R = Retention )

¹ Retention:  As long as classification system is in effect (or entered in a filing unit) or until the replacement of a record by a new version.  Destruction of working forms after use.
² Archives selection:  Retention of classification plan for administrative records of the institution or one of its components (and all updates). 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.33

Essential or vital records management

Records relating to the institution’s essential or vital records program including but not limited to:  lists/inventories of essential/vital records, security and protective measures adopted, handling procedures, records circulation control, etc..

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                      ( D = Destruction   R = Retention )

¹ Retention: As long as essential/vital records management plan is in effect or until the replacement of a record by a new version.  Destruction of working forms after use.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.34

Management of minutes

Records relating to the institution’s management of minutes:  committee lists, inventories of minutes, lists of resolutions, indexing schedules, records consultation control forms, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                         ( D = Destruction   R = Retention )

¹ Retention:  As long as the management program for minutes is in effect or until the replacement of a record by a new version.  Destruction of working forms after use.
² Archives selection:  Retention of lists of committees and cumulative inventory of minutes. 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.35

Forms management

Records relating to the program of managing the institution’s forms (analysis, design, production and distribution): requests for production of forms, design and lay-out sketches(roughs), originals of masters (print-ready), orders, inventories, distribution forms, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

D

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                         ( D = Destruction   R = Retention )

¹ Retention: As long as form is in use (reprint requisitions and records can be eliminated after 2 years).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.36

Records retention and disposal schedules

Records relating to the development, set-up and use of the institution’s records retention and disposal schedules:  lists of inactive records, schedule development files (proposed schedules, references, documentation), approval forms, retention schedules distributed to units (general or specific).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                              ( D = Destruction   R = Retention )

¹ Retention:  As long as retention schedules are in force (list of inactive records transferred to Archives).
² Archives selection:  Retention of retention schedule approval forms, cumulative version of retention schedules and lists of inactive records.  Destruction of working records

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.37

 Semi-active records management 

Records relating to the institution’s semi-active records management program:  lists of units, forms for the transfer, and bringing forward or final withdrawal of semi-active records.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R  ²

secondary [ a ]

other units concerned

X³

D

N o t e s :                                                                                                               ( D = Destruction   R = Retention )

¹ Retention: As long as records are kept in semi-active records depository.  Forms for bringing forward records are eliminated after 1 year.
² Archives selection: Retention of transfer forms for boxes of records to be selected or preserved in toto in archives.  Destruction of transfer forms for boxes of records that are destroyed , final withdrawal forms and support records.
³ Retention:  As long as records are preserved in semi-active records depository.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated : 14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.38

Micrographics and digitizing  

Records relating to the operations of micrographics and digitizing of the institution’s administrative records:  project files, description of records concerned, notes, evaluation and feasibility reports, technical execution reports, designation of persons authorized to reproduce records, reproduction certificates, sworn declarations (reproduction and destruction of records), destruction notifications, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                           ( D = Destruction   R = Retention )

¹ Retention:  As long as micrographics and digitizing project is operative.
² Archives selection:  Retention of records certifying designations of persons authorized to reproduce records, sworn declarations, and records pertaining to the reproduction and destruction of records.  Destruction of planning and project execution files.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / ADMINISTRATIVE RECORDS MANAGEMENT

01.39

Records destruction 

Records relating to the destruction process for the institution’s administrative records:  notifications of destruction, destruction authorization forms, forms for collection and destruction of confidential records, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

3 years

R¹

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                                                          ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of destruction notification and destruction authorization forms.  Destruction of certificates of collection and destruction of confidential records.
² Retention:  1 year after destruction of records.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.40

Government legislation, orders and regulations

Acts, orders and regulations impacting or affecting the general operations or specific activities of the institution or one of its components.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                           ( D = Destruction   R = Retention )

¹ Retention:  As long as records are operative.
² Archives selection: Retention of acts, orders and regulations specifically concerning the institution or its activities;  position papers, studies, analyses and interpretations produced by the institution or one of its components on these acts and regulations.  Destruction of general legislation, orders and regulations aimed at all organizations (example:  An Act respecting labour standards R.S.Q., c.N-1.1 ss 88,89 and 91) and related documentation.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.41

Intellectual property – Electronic records

Records created and accumulated for purposes of managing and monitoring copyrights resulting from the sale or use of publications produced or acquired by the institution as well as rights related to patents, trade marks and industrial designs registered by the institution.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

D²

N o t e s :                                                                                                      ( D = Destruction   R = Retention )

¹ Retention: As long as the system exists (data updated regularly).
² Destruction: Authorized where research integrity is ensured by retention of records on paper in archives (see schedules 01.42, 01.44, 01.45 and 01.46).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.42

Copyright

Records relating to copyright for works produced or acquired by the institution. Applies equally to records containing assignments of rights, licences or authorizations relating to copyright in the institution’s name for manuscripts, software, photographs and audio or video recordings.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                               ( D = Destruction   R = Retention )

¹ Retention:  As long as assignments of rights, licences or authorizations are in effect.
² Retention: 50 years following author’s death.
³ Archives selection:  Retention of official records relating to copyrights of works produced or acquired by the institution.  Destruction of records containing assignments of rights, licences or authorizations relating to copyright in the institution’s name.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.43

Legal deposit

Records relating to the legal deposit in the National Library of Canada and the Bibliothèque nationale du Québec of documents published by the institution:  correspondence, administrative forms, certificates of legal deposit.  This schedule covers records relating to the legal deposit of publications, notices, brochures, maps and plans, electronic documents, audio recordings, prints, reviews, software, microforms, musical scores and journals published by the institution or one of its components.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

1 year

R¹

N o t e s :                                                                                                            ( D = Destruction   R = Retention )

¹ Archives selection:  Retention of certificates of legal deposit.  Destruction of correspondence related to process of legal deposit.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.44

Patents  

Records relating to patents to which the institution holds the rights.  This schedule also covers records prior to application for patent.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                      ( D = Destruction   R = Retention )

¹ Retention: As long as the patent is in effect.
² Retention for a period of 17 years from patent date (if application was made prior to October 1, 1989).
³ Archives selection:  Retention of certificate of granting of patent and records prior to application for patent.  Destruction of correspondence related to the application and issuing of certificate.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.45

Trademarks

Records establishing the legal ownership of trademarks in the institution’s name.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

N o t e s :                                                                                               ( D = Destruction   R = Retention )

¹ Retention:  Until certificate of trademark registration obtained.
² Retention:  15 years following last renewal of trademark registration.
³ Archives selection:  Retention of trademark certificate.  Destruction of correspondence related to application for issue of certificate. 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.46

Registration of industrial designs

Records establishing the legal ownership of industrial designs in the institution’s name.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

N o t e s :                                                                                                          ( D = Destruction   R = Retention )

¹ Retention:  Until certificate of registration of industrial design is obtained.
² Retention:  10 years following the last renewal of industrial design registration.
³ Archives selection:  Retention of industrial design certificate.  Destruction of correspondence related to application and issuing of certificate. 

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.47

Legal opinions and advice

Records containing legal opinions and advice relating to the conduct of the institution’s operations (interpretation of legislation, regulations, contracts, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary[ a ]

other units concerned

X³

D

N o t e s :                                                                                                       ( D = Destruction   R = Retention )

¹ Retention:  Until settlement of the issue or as long as the legal advice remains in force or operative.
² Archives selection:  Retention of final version of legal advice and opinions as well as the case law directly related to these records.  Destruction of non-essential, working or support records.
³ Retention:  Until settlement of the issue.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.48

Legal proceedings  

Records relating to legal matters dealt with or submitted to a court of law or an administrative tribunal for or against the institution:  legal correspondence and pleadings, statements, demands, directions, defence, actions, subpoenas and notices to appear, orders, discharges, garnishments, rulings, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

X⁴

D

N o t e s :                                                                                                ( D = Destruction   R = Retention )

¹ Retention:  Until settlement of the case (conclusion of proceedings, including rights to appeal, or until execution of judgement).
² Retention:  10 years for records involving the institution after January 1, 1994; 30 years for records relating to legal proceedings involving the institution prior to December 31, 1993.
³ Archives selection:  Retention of records relating to legal proceedings with a major impact on university life, relations with clients or the institution’s activities:  procedures, exhibits, certified transcripts of out-of-court testimony, written submissions, arguments, transactions, discharges, etc.
4 Retention:  Until settlement of the case.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.49

Public liability insurance

Records relating to agreements whereby, for a premium, insurers agree to indemnify the institution or one of its components in the case of incidents covered by an insurance policy (fire, theft, damage, etc.):  insurance proposal, insurance contract, records relating to competitive bids, renewal of insurance policies, claims, settled claims. etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

  10   ²

D³

secondary [ a ]

other units concerned

X⁴

D

N o t e s :                                                                                                        ( D = Destruction   R = Retention )

¹ Retention of official records relating to insurance (contracts, riders, etc.):  as long as the policy is in effect (records relating to claims are kept in the office until the claim is settled.
² Retention:  10 years following expiry of the insurance policy or until complete settlement of all claims relating to the insurance.
³ Destruction.  Policies relating to group insurance are kept in Archives and are covered under a separate schedule (see schedule 02.20).
⁴ Retention:  Until settlement of the claim.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.50

Minor claims

Records relating to minor claims brought either by or against the institution involving the payment of a sum of money or the execution of a judgement following material or bodily damages, losses or thefts of material, accidents, property damage, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

10

R³

secondary [ a ]

other units concerned

X ⁴

D

N o t e s :                                                                                                     ( D = Destruction   R = Retention )

¹ Retention:  Until settlement of the claim.
² Retention:  10 years following settlement of claim.
³ Archives selection:  Retention of records summarizing the circumstances and process of settlement of minor claims with a significant effect on the institution’s activities.  Destruction of records relating to frequent or very specific minor claims, working records and non-essential correspondence.
⁴ Retention:  Until settlement of the claim.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.51

Major claims

Records relating to major claims brought by or against the institution (mainly involving insurance companies), concerning the payment of major damages or the execution of a judgement following significant damages suffered by the institution or one of its units (defects in construction, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

10 ²

R³

secondary [ a ]

other units concerned

X⁴

D

N o t e s :                                                                                                           ( D = Destruction   R = Retention )

¹ Retention:  Until settlement of the claim.
² Retention:  10 years following settlement of the claims.
³ Archives selection:  Retention of summary records or, in their absence, specific records dealing with the circumstances and process of settlement of a major claim.  Destruction of working or support records and non-essential correspondence.
⁴ Retention:  Until settlement of the claim.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.52

Minor contracts

Legal records confirming a minor agreement between the institution and an individual or a corporate entity related to the administrative or academic management of the institution:  contracts for minor purchases, services, rentals, articles, loans, inter-university loans, co-operation agreements, etc.  This schedule also covers records associated with minor contracts.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

10²

R³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                         ( D = Destruction     R = Retention )

¹ Retention:  Until expiry of the contract. 
² Retention:  10 years following expiry of contract or its last renewal.
³ Archives selection:  Retention of official records related to minor contracts having a significant bearing on the life of the university and the institution’s administrative activities:  partnership agreements, affiliation agreements, significant teaching or research contracts, contracts for the development of special programs, etc.  Destruction of substantiating records (preliminary versions, working notes, records of transmission, etc.).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.53

Major contracts

Legal records confirming major agreements between the institution and an individual or corporate body, related to the purchase of a building or property, construction of a building and other instances of similar importance:  contracts, agreements or covenants, title deeds, deeds of sale or purchase, easements, localization certificates, leases, tenders, preliminary studies and estimates, quotations, specifications, plans, correspondence, records relating to indemnities for expropriations and all records associated with major contracts.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

10²

R³

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                              ( D = Destruction   R = Retention )

¹ Retention:  Until end of contract (end of construction work, registration of transfer of buildings, property, etc.).
² Retention:  10 years after expiry of the term of the contract.
³ Archives selection:  Retention of official records related to major contracts.  Destruction of substantiating records (preliminary versions, working notes, records of transmission, etc.).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.54

Licences and permits

Records relating to government licence and permits necessary to the conduct of the institution’s affairs.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                                           ( D = Destruction   R = Retention )

¹ Retention:  As long as the license or permit is valid.
² Archives selection:  Retention of the records most representative of the institution’s activities (example:  building permits).  Destruction of records issued in the course of very specific activities (example:  alcohol permit for a reception).

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.55

Requests for access to public records

Records relating to requests for access to the institution’s public records in compliance with the Act respecting documents held by public bodies and the protection of personal information R.S.Q. A-2.1:  requests for access, acknowledgements of receipt, replies from the person responsible for access to records, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

X⁴

D

N o t e s :                                                                                                          ( D = Destruction   R = Retention )

¹ Retention:  Until closeout of the file (conclusion of procedures, including rights to appeal, or until execution of judgement, if applicable).
² Retention: 10 years in the case of requests addressed to the institution after January 1, 1994; 30 years in the case of records related to requests made to the institution before December 31, 1993 (requests that simply elicited a response by the person responsible for access to records are kept for 10 years).
³ Archives selection:  Retention of decisions by the Commission d'accès à l'information du Québec (Quebec's access commission) specifically relating to the institution.
⁴ Retention:  Until closeout of the file.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.56

Requests for personal information

Files comprising various records relating to requests for personal information held by the institution in compliance with the Act respecting documents held by public bodies and the protection of personal information R.S.Q. A-2.1 :  requests for access, correction or review, acknowledgements of receipt, replies from the person in charge of access to records, etc.

Copy

Unit

Active

Semi-active

Inactive

Primary [ a ]

unit responsible

X¹

X²

R³

Secondary [ a ]

other units concerned

X⁴

D

N o t e s :                                                                                                            ( D = Destruction   R = Retention )

¹ Retention:  Until closeout of the file (until conclusion of procedures including rights to appeal, if applicable).
² Retention:  10 years in the case of requests addressed to the institution after January 1, 1994; 30 years in the case of requests made before December 31, 1993 (requests that simply elicited a response by the person responsible for access to records are kept for 10 years).
³ Archives selection:  Retention of decisions of Quebec's access commission specifically relating to the institution.
⁴ Retention:  Until closeout of the file.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated:  14/3/02

01 – ADMINISTRATION / LEGAL AFFAIRS

01.57

Personal information files management

Records relating to the management of personal information files kept by the institution:  declarations of personal information files to Quebec's access commission, agreements between public bodies for the transmission of personal information, authorizations by Quebec's access commission, personal information file consultation logs, etc..

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

10²

R³

N o t e s :                                                                                                          ( D = Destruction   R = Retention )

¹ Retention:  As long as the records are in effect or until their replacement by a new version.
² Retention:  10 years following the end of file use (or replacement of records by a new version).
³ Archives selection:  Retention of agreements between public bodies for the transmission of identifying information and authorizations by Quebec's access commission.

[   ] = medium --->a = paper   b = microfilm   c = electronic    d = audio-visual   e = other

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Updated:  14/3/02

end of category:  01 - Administration