RECORDS RETENTION SCHEDULES FOR

Records Retention Schedules for
Quebec Academic Institutions

Home Page | Table of Contents | Categories, subjects and schedules | List of schedules | Index

01 - Administration | 02 - Human Resources | 03 - Financial Resources |
04 - Real and Movable Property | 05 - Students Affairs | 06 - Community Services |
07 - Teaching | 08 - Research and Development | 09 - Information and Communications

02 - HUMAN RESOURCES

02 - HUMAN RESOURCES / STAFFING
02.01	Position management – Electronic records
Data used in the management of employment positions: incumbents, position status, job descriptions, position groups, benefit plans, start dates, position titles, classifications, salaries, etc.
Copy	Unit	Active	Semi-active	Iinactive
primary [ c ]	unit responsible	X¹	X²	D³
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year following abolition of position (data updated regularly). ² Retention 10 years or as long as system exists. ³ Destruction: Research value ensured by the retention (with archives) of original records on paper or microfilm (see schedule 02.02).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / STAFFING
02.02	Staff and position management
Records dealing with the planning, inventory, evaluation, and changes in staffing: studies, analyses, reports and recommendations on personnel requirements and position status, creation, evaluation, classification, distribution, abolition and transfer of positions, staffing plans, position inventories and structures, staff hiring plans, staff lists, seniority lists, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	R²
secondary [ a ]	other units concerned	2 years		D
N o t e s: ( D = Destruction R = Retention ) ¹ Retain as long as records are in effect or until replacement by a new version. ² Archives selection: Retain official staff plans, hiring plans specific to the institution, cumulative records of positions, cumulative lists of staff and seniority, as well as reports and studies on the creation, transfer or abolition of positions. Destroy support documents (periodic non-official lists, incomplete reports, etc.).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / STAFFING
02.03	Staff functions
Records relating to the definition of employee functions and duties: job and duty descriptions, work plans, allocation of administrative, teaching and other duties, external professional activities, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	R²
secondary [ a ]	other units concerned	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retain as long as records are in effect or until replacement by a new version. ² Archives selection: Retain official descriptions of functions and duties of personnel, work plans or reports documenting division of teaching duties, duties other than teaching and outside professional activities of teaching staff. Destruction of support records (work forms, preliminary lists, etc.).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / STAFFING
02.04	Staff recruitment – Electronic records
Data used in the follow-up of postings of position openings: position identifications, candidate information (evaluations, seniority classifications, etc.).
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year after closing of position staffing process. ² Destruction: Research value ensured by retaining the following records on paper: official staff plans, hiring plans, cumulative position logs, cumulative staff and seniority lists (schedule 02.02), job offers, hiring criteria, management and regular teaching staff recruiting files (schedule 02.05).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 – HUMAN RESOURCES / STAFFING
02.05	Staff recruitment
Records relating to staffing competitions: personnel requisitions, job descriptions, hiring criteria and qualification requirements, job vacancy notices, recruiting files, job offers, announcements or advertisements, postings, offers of service and job applications, curriculum vitae, invitations to interview, evaluation guides, tests and results, selection grids, summaries of interviews, selection committee reports, correspondence, etc.
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 end of competition or until settlement of last grievance associated with recruiting process. ² Retention 2 years or as long as recruiting process can be contested (according to the terms of the collective agreement concerned). ³ Archives selection: Retain offers of employment, hiring criteria, recruiting files for management and regular teaching staff. Destruction of other recruiting files, outdated evaluation tests and support records.
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / STAFFING
02.06	Staff hiring
Records necessary for the hiring or appointment of staff: hiring procedures and statistics, standards used in negotiating and establishing special hiring conditions and methods of integrating new staff, orientation guides, etc. (this does not cover hiring contracts filed in employee files, which are covered under separate schedules; see schedules 02.08 to 02.11).
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 records are replaced by a new version or until the end of a specific appointment process. ² Archives selection: Retain cumulative listings of appointments, procedures, standards, orientation guides for various personnel categories. Retain records documenting appointment management processes (election files are covered under a separate schedule). Destruction of support records.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / PERSONNEL FILES
02.07	Personnel files – Electronic records
Data used in personnel management: sociological employee data, degree(s), experience, hiring dates, conditions of employment, career monitoring, staff movements, salaries, remuneration models, union affiliations, functions and duties, seniority, professional development, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	X¹	X²	D³
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years following employee’s departure (data updated regularly and normally cumulative). ² Retention until 100th anniversary of employee’s birth. ³ Destruction: Research value ensured by retaining the following records on paper: employee files, employment offers, staff plans, staff lists, seniority lists, duty and responsibility descriptions, work plans, outside professional activities, cumulative files of professional activities, etc. (see schedules 02.02, 02.03, 02.05, 02.08 and 02.10).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / PERSONNEL FILES
02.08	Personnel files: Professors and lecturers
Records used in the management of academic staff (professors and lecturers): correspondence, contracts, curricula vitae, degree and experience certifications, salary and benefits progressions, professional activities, cumulative files of professional development activities, evaluations, promotions, duties, 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 2 years following employee’s departure. ² Retention until 100th anniversary of employee’s birth (transfer of records to microfilm recommended). ³ Archives selection: Retain files of employees born in the years 01 and 06 of every decade and a selection of files of professors and lecturers particularly celebrated in their teaching, research or innovation field, who have received awards, recognition and other distinctions. Retain files in toto if transferred to microfilm (destruction of hard copies). ⁴ Retention 1 year following employee’s departure.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / PERSONNEL FILES
02.09	Personnel files: Auxiliary teaching staff
Records used in the management of auxiliary teaching staff (teaching or research assistants or instructors, markers, tutors, demonstrators): correspondence, contracts, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	X²	D
secondary [ a ]	other units concerned	X³		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years following employee’s departure. ² Files of auxiliary teaching staff participating in the institution’s benefits programs (insurance, pensions, etc.) are kept until the 100th anniversary of employee’s birth. ³ Retention in office 1 year after employee’s departure.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / PERSONNEL FILES
02.10	Personnel files: Managerial, administrative and support
Records used in the management of managerial, administrative and support staff: employment offers, curricula vitae, employment contracts, birth certificates, certifications of diplomas and experience, job descriptions, salary and benefits progressions, professional development activities, evaluations, promotions, correspondence (hiring, development, departures, resignations, 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 2 years following employee’s departure. ² Retention until the 100th anniversary of employee’s birth (transfer of records to microfilm recommended). Files of casual employees who do not participate in the institution’s benefits programs (insurance, pensions, etc.) are retained 5 years then destroyed. ³ Archives selection: Retain senior management files and files of administrative and support personnel born in the year 01 of each decade. ⁴ Retention 1 year following employee’s departure.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / PERSONNEL FILES
02.11	Personnel files: Student staff, interns
Records relating to student employment (summer jobs, part-time student contracts, etc.) and internships: employment contracts, proofs of enrolment in a program of studies, internship plans, internship reports, evaluation sheets, etc.
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 years following departure of student or intern. ² Retention 1 year following departure of student or intern.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.12	Work schedules
Records relating to the management and control of personnel work schedules: timetabling, methods of application, requests to change work schedules, flexible hours controls, employee time management data capture and verification records (time sheets, punch cards, attendance sheets, performance reports), etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	1 year	5 years	D
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention )
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.13	Payroll characteristics – Electronic records
Data used in describing institution’s payrolls: teacher names and numbers, salary codes, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	X¹	X²	D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year after sending to CREPUQ and the Ministry of Education. ² Retention 10 years or as long as system exists.
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.14	Payroll characteristics
Data or reports produced during the institution’s payroll process. These records primarily show teacher numbers and names, salary codes, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	2 years	3 years	D
N o t e s : ( D = Destruction R = Retention )
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITONS AND BENEFITS
02.15	Salary scales – Electronic records
Data concerning the various salary scales used in salary transactions with institution employees.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	2 years	X¹	D²
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 3 years or as long as data are necessary to the implementation of collective agreements (salary retroactivity, etc.). ² Destruction: Research value ensured by retaining the following records on paper: salary scales and records relating to employee bases of pay. (schedule 02.16).
[ ]= medium--->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.16	Salary scales and pay bases
Records relating to the institution’s remuneration and salary scales: salary scales or bases of pay for different categories of employees, reports on salary increases, revisions of salary rates, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	R²
secondary [ a ]	other units concerned	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retain as long as records are in effect or until replacement by a new version. ² Archives selection: Retain salary scales and records relating to bases of remuneration of the institution’s employees (except those that are found in collective agreements and other agreements with different categories of employees; these are retained in archives according to the provisions of schedule 02.38). Destruction of reports, lists and support documents.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.17	Benefits management – Electronic records
Data used in the management of the institution’s employee benefits programs: enrolment in and contributions to benefits programs, time banks, leave monitoring (type, duration), etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	X¹	X²	D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years after employee’s departure. Data relating to time banks and leave taken may be destroyed 5 years after recording unless required for implementation of collective agreements (salary retroactivity, etc.). ² Retention until 100th anniversary of employee’s birth.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.18	Benefits management
Records used in the management of personnel benefits: benefit contributions (employee, employer), reports on the administration and payment of benefits, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	D
secondary [ a ]	other units concerned	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retain as long as records are in effect or until replaced by a new version.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.19	Absences and leaves
Records used in managing staff absences and leaves: leave applications (illness, personal, death), notices and certifications of absence, notices of return, calendars, requests, vacation notices and authorizations, employee absence profiles, absence reports, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	D
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year. Records relating to leaves without pay, maternity leaves, deferred or planned leaves are normally placed in employee files; these are covered in separate schedules (see schedules 02.08 to 02.11).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.20	Group insurance
Records relating to the administration of group insurance plans (life, salary, accident, illness, dental, etc.): contracts and amendments, lists of insured parties, renewals, premium billings, claims, correspondence, etc.
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 Retain as long as insurance plans are in effect, until all claims are settled or as long as there are beneficiaries or successors (to the extent that it is possible to benefit from the plan). Retain insurance claims in office 1 year. ² Retention 10 years after closing file. ³ Archives selection: Retain group insurance policies, contracts and amendments. Destruction of claims and support records (billings, etc.).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.21	Salary insurance – Electronic records
Data used in employee salary insurance programs: payable hours, employee benefit histories, claims and compensation, payment transactions, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	2 years	X¹	D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 4 years or as long as data are required for application of collective agreements (salary retroactivity, etc.).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.22	Salary insurance – Employees
Records relating to employee salary insurance benefit claims.
Copy	Unit	Active	Semi-active	Inactive
Primary [a]	unit responsible	X¹	X²	D³
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years after closing file. ² Retention 4 years or as long as records are required for application of collective agreements (salary retroactivity, etc.). ³ Destruction: Cumulative reports of data relating to employee salary progressions and benefits (including salary insurance data) are normally kept in employee files; these are covered under a separate schedule (see schedules 02.08 to 02.11).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.23	Life insurance – Employees
Records relating to employee’s designation of beneficiaries and to claims and payments of life insurance benefits.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	5 years	D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year following employee’s departure or 1 year following full settlement to beneficiaries in the event of employee’s death.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.24	Accident, illness, drug insurance – Employees
Records relating to employee enrolment, enrolment of eligible children, claims for reimbursement for medical expenses and all claims for accident, illness or drug insurance benefits.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	4 years	D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years following closing of file. Retain records relating to minor and routine claims for 2 years, then destroy.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.25	Retired employees – Electronic records
Data on retired employees.
Copy	Unit	Active	Semi-active	Inactive
primary [ c ]	unit responsible	X¹		D²
N o t e s : ( D = Destruction R = Retention ) ¹ Retain until 100th anniversary of birth date of retired employee or until employee’s death. ² Destruction: Research value ensured by retaining the following records on paper: reports produced for agencies responsible for administering pension plans (schedule 02.26).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITONS AND BENEFITS
02.26	Pension plans
Records relating to the administration of employee pension plans: lists of participants, correspondence and reports produced for agencies responsible for administration of pension plans, annual reports, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	4 years	R²
Secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 2 years (until settlement or judgement in cases of grievance or legal procedures) or until replacement of records by a new version. ² Archives selection: Retain reports produced for agencies responsible for administration of retirement pension plans and pension plan annual reports. Destruction of support documents.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / WORKING CONDITIONS AND BENEFITS
02.27	Pension plans – Employees
Employee pension plan records relating to: enrolment, participation records for unpaid leave or following retirement, pension estimates, status of contributions and interest, correspondence transfers, contributions, entitlement statements following legal separation, divorce or annulment of marriage (division of family patrimony), dependent minor children certificates, requests for corrections, declarations of common-law spouse, buy-back requests, employment termination notices, applications for pension benefits, severance pay, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	X²	D
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year following transfer of pension funds to another institution or after full settlement to beneficiary and his/her successors. Contribution statements destroyed on receipt of a new version. ² In the case of departure or transfer, retain until the 100th anniversary of employee’s birth. Retain statements of contributions and interest until replacement by a new version.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / OCCUPATIONAL HEALTH AND SAFETY
02.28	Occupational health and safety
Records relating to occupational health and safety, prevention programs, workplace inspections, ergonomics, workplace quality of life, accidents in the workplace, inspection reports, application of labour standards, 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: Retain reports documenting health and safety measures and programs adopted by the institution.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / OCCUPATIONAL HEALTH AND SAFETY
02.29	Occupational accident records
Records relating to employees’ accidents at work: case summaries, progress notes, employer’s notifications to the Commission de la santé et de la sécurité du travail du Québec, temporary assignment notices, claims, reimbursement applications, medical certificates and reports, work fitness certificates, correspondence and various forms issued by the CSST.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	X²	D
secondary [ a ]	other units concerned	X³		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention 1 year following full settlement of case. ² Retention until 100th anniversary of employee’s birth. ³ Retention 1 year following employee’s departure.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / OCCUPATIONAL HEALTH AND SAFETY
02.30	Employee medical records
Records relating to employee health (workplace accidents are covered in a separate schedule): general information, case histories, evaluations, diagnoses, examination results, specialist reports, care prescribed, progress reports, records relating to preventive withdrawal or temporary postings for reasons of pregnancy or maternity, correspondence with the Commission de la santé et de la sécurité au travail du Québec, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	X²	D
secondary [ a ]	other units concerned	X³		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention until employee’s departure. ² Retention 10 years following last file entry. ³ Retention 1 year following employee’s departure.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.31	Personnel evaluations
Records relating to personnel performance evaluations: programs and evaluation guides, lists of employees to be evaluated, evaluation and employee performance criteria, disciplinary measures application policies. This schedule does not cover records connected with evaluations limited to a single employee of the institution (these records are normally filed in the employee’s file and are covered under separate retention schedules: see schedules 02.08 to 02.11).
Copy	Unit	Active	Semi-active	Inactive
principal [ 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 program or records are in effect. ² Retention 5 years or as long as records are necessary for application of collective agreements (periodic evaluation, evolution of criteria, etc.). ³ Archives selection: Retain evaluation programs and guides. Destruction of support documents (lists of employees to be evaluated, etc.)
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.32	Professional development
Records relating to the administration of group or individual professional development activities for personnel: development programs (courses, workshops, practicums, exchange programs, etc.), applications for training, application evaluation criteria, budgets, invitations to submit projects, documentation, publicity and announcements, registration lists, activity reports, 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 Retain as long as records are in effect (programs evaluation criteria, etc.) or 2years after conducting development activity. ² Archives selection: Retain programs, activity reports and the institution’s human resources development plans. Destruction of support documents (budgets, publicity, documentation, etc.).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.33	Professional development – Employees
Records documenting the completion of various employee professional development activities: applications to participate in specific professional development activities (courses, workshops, leaves, sabbaticals, etc.), requests for exemption or reimbursement of tuition fees, grant applications, requests for professional development leave, activity reports, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	2 years	D²
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention) ¹ Retain until closing of file (receipt of activity report and reimbursement of expenses, updating of cumulative record of employee’s professional development activities). ² Destruction authorized where research integrity is ensured by retention of cumulative records of employee’s professional development activities (normally filed in employee files, which are covered under separate retention schedules; see schedules 02.08 to 02.11). If there is no cumulative record, retain a listing of completed professional development activities in employee’s file.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.34	Staff social functions
Records relating to various staff social activities: celebrations, sports and athletic events, choirs, social clubs, charitable activities, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	3 years		D
secondary [ a ]	other units concerned	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retention until date of activity.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 - HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.35	Employee assistance programs
Records documenting assistance, evaluation and reference services to specific persons or the organization of information, awareness and prevention activities offered to staff: workshops, lectures, joint committees, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	3 years	R²
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retain working files on organization of activities for 2years after conducting activity. Files documenting personal interventions (involving employees) are confidential and are normally kept under the supervision of the officer responsible for the EAP, who should dispose of them according to the operative code of ethics. ² Archives selection: Retain annual statements of activities and destroy working or support files.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 – HUMAN RESOURCES / EMPLOYEE EVALUATION, DEVELOPMENT AND MOVEMENT
02.36	Staff movement
Records relating to employee promotions, changes, reclassifications, demotions, transfers, temporary assignments, rebates, lay-offs, terminations, firings, retirements (lists, assignment application forms, etc.).
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	1 year	5 years	R¹
secondary [ a ]	other units concerned	1 year		D
N o t e s : ( D = Destruction R = Retention ) ¹ Archives selection: retain professor promotion files (if these records are not filed in employee files.) Destruction of working records (forms, lists) and files relating to other categories of employee (records of employee movements are normally included in employee files and are covered under separate retention schedules; see schedules 02.08 to 02.11).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 – HUMAN RESOURCES / LABOUR RELATIONS
02.37	Unions and employee associations
Records relating to employee unions, associations and groups: accreditations, dues, membership applications, identification of union delegates, requests for leave for union business, etc.
Copy	Unit	Active	Semi-active	Inactive
primary [ a ]	unit responsible	X¹	4 years	R²
secondary [ a ]	other units concerned	X¹		D
N o t e s : ( D = Destruction R = Retention ) ¹ Retain 1 year (requests for leave for union business), as long as records are in effect (accreditations, association recognition) or until updated. ² Archives selection: Retain union accreditations or records documenting decisions relating to the recognition of employee associations or groups. Destruction of support documents (delegate lists, union business leaves, etc.).
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE\| NEXT SCHEDULE
Updated: 14/3/02

02 – HUMAN RESOURCES / LABOUR RELATIONS
02.38	Employment contracts or agreements
Records relating to the negotiation, approval and application of collective agreements between the institution and the various unions or associations representing its employees: bargaining files (correspondence, offers and demands of parties involved, strategy records, proceedings of bargaining sessions, press files), contracts, collective agreements or understandings (letters of understanding attached), cost projections, 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 Retain as longs as records are in effect. ² Retention 10 years or for the duration of the next two collective agreements. ³ Archives selection: Retain the first management and union offers, the objectives and mandates of both parties, final versions of work contracts, letters of understanding, press files and documents relating to the interpretation of collective agreements. Destruction of bargaining process support documents. ⁴ Retention until contract is signed.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE
Updated: 14/3/02

02 – HUMAN RESOURCES / LABOUR RELATIONS
02.39	Labour relations
Records relating to grievances (grievance forms, correspondence, settlements, reports of hearings, letters of understanding), arbitrations, adjudications, labour disputes (records of job actions/pressure tactics, strikes, lock-outs, work stoppages, study days, essential services, disciplinary measures, etc.).
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 Retain until final resolution (settlement of grievance, end of labour dispute or disciplinary measures). ² Retention 10 years. Where applicable, records relating to disciplinary measures should be destroyed immediately after the expiry of the retention period set out in the collective agreement concerned. ³ Archives selection: Retain adjudication decisions, significant documents on major labour disputes (injunctions, legal action or procedures, legal decisions, press files, etc.) and definitions of essential services. Destroy grievances and disciplinary measures.
[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other
PREVIOUS SCHEDULE \| NEXT SCHEDULE (To 03 - Financial Ressources)
Updated: 14/3/02

End of Category: 02 - Human Resources

01 - Administration | 02 - Human Resources | 03 - Financial Resources |
04 - Real and Movable Property | 05 - Students Affairs | 06 - Community Services |
07 - Teaching | 08 - Research and Development | 09 - Information and Communications

Records Retention Schedules for
Quebec Academic Institutions