|
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
08 – RESEARCH AND DEVELOPMENT
|
08 - RESEARCH AND
DEVELOPMENT /
RESEARCH AND DEVELOPMENT ORGANIZATION AND MANAGEMENT |
|
08.01 |
Research and development
administration - Electronic records |
|
Data used in creating and
updating inventories of the institution’s research projects: SIRU [Quebec
Ministry of Education’s Système d’information sur la recherché
universitaire] files, etc. |
|
copy |
unit |
Active |
semi-active |
inactive |
|
primary [ c ] |
unit responsible |
2 years |
|
D1 |
|
N o t e s :
( D = Destruction R = Retention )
1 Destruction:
Research value ensured by retention of the following records on paper:
research inventories, studies documenting the organization and development
of research and development (schedule
08.02).
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
(To
Category 07) PREVIOUS SCHEDULE |
NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT /
RESEARCH AND DEVELOPMENT ORGANIZATION AND MANAGEMENT |
|
08.02 |
Research and development
administration |
|
Records dealing with the
organization and management of the institution’s research and development
activities: research inventories, research development and funding studies,
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 Retention: 2
years or until replacement of records by a new version.
2 Archives selection: Retention of research inventories and
studies substantively documenting the organization and development of the
institution’s research and development activities. Destruction of working
records. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT /
RESEARCH AND DEVELOPMENT ORGANIZATION AND MANAGEMENT |
|
08.03 |
Ethical codes and reviews
|
|
Records dealing with codes of
ethics and ethical standards to be respected in the execution of research
projects, especially where research involves experimentation on human or
animal subjects: comments and recommendations concerning ethical standards
in specific research projects, consent forms to be filled out by
participants, statements of ethical standards for funding organizations, 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 Retention: 2
years after completion of research project or, in the case of general
policies or standards, until replacement of records by a new version.
2 Archives selection: Retention of codes of ethics and general
ethics policies pertaining to the institution’s research community as a
whole. Destruction of project files and support records. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.04 |
Research and development
funding - Electronic records |
|
Data used in the general
management of research funds: data pertaining to grant applications, grants
awarded, research fields, funding organizations, etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ c ] |
unit responsible |
X1 |
5 years |
D2 |
|
N o t e s :
( D = Destruction R
= Retention )
1 Retention: 2
years after end of grant.
2 Destruction: Research value ensured by retention of reports
summarizing grants awarded to the institution (see schedule
08.07).
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.05 |
In-house research and
development funding programs |
|
Records dealing with internal
research monies, grant sources and sponsorships to which researchers can
apply for funding. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
2 years |
5 years |
R |
|
secondary [ a ] |
other units concerned |
2 years |
|
D |
|
N o t e s :
( D = Destruction
R = Retention )
1 Archives
selection: Retention of records documenting the nature, resources and use of
in-house research and development funding programs. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.06 |
External research and
development funding programs |
|
Records dealing with external
funding programs, grant sources and sponsorships to which researchers can
apply for funding. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
2 years |
5 years |
D |
|
secondary [ a ] |
other units concerned |
2 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 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.07 |
Research grant
applications: Projects approved |
|
Records dealing with grant
applications (subject, objectives, schedules, etc.), use of funds allocated
and results of the research projects funded: projects submitted, research
contracts and sponsorships, correspondence, administrative forms pertaining
to applications for and use of grants, evaluations, follow-ups, financial
reports, etc. Records dealing with financial management of grants (budget
accounts, grant cheques, etc.) are covered under a separate retention
schedule (see schedule 03.13). |
|
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 Retention: 2
years after completion of research project.
2 Archives selection: Retention of records produced as part of
grant application process, financial reports and final activities.
Destruction of support records. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.08 |
Research grant
applications: Rejected projects |
|
Records dealing with
unsuccessful applications for funding (including research contracts and
sponsorships): grant applications, correspondence, etc. |
|
copy |
unit |
active |
Semi-active |
inactive |
|
primary [ a ] |
unit responsible |
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 lists of unsuccessful grant applications, if
available. Destruction of files dealing with rejected applications.
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCH AND DEVELOPMENT FUNDING |
|
08.09 |
Organizations concerned
with research and development |
|
Records dealing with funding
and non-funding organizations (government or private organizations):
documentation, lists of applications, correspondence, forms, guidelines, etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
5 years |
D |
|
secondary [ a ] |
other units concerned |
2 years |
|
D |
|
N o t e s :
( D = Destruction R = Retention )
1 Retention: 2
years or until replacement of records by a new version (forms, guidelines,
etc). |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.10 |
Research centres,
laboratories and groups |
|
Records dealing with the
accreditation process, set-up and activities of the institution’s research
centres, laboratories, groups or institutes: accreditation criteria, records
connected with the mission, composition, structure, organization, internal
management and development of a research unit, correspondence, studies,
reports , etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
5 years |
R |
|
secondary [ a ] |
other units concerned |
X1 |
|
D |
|
N o t e s :
( D = Destruction
R = Retention )
1 Retention: 2
years after the creation of the research centre, laboratory or group, or as
long as the records are used in the organization and management of the unit
and the pursuit of its objectives. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.11 |
Chairs |
|
Records dealing with the
accreditation, setting up and achievements of the institution’s chairs:
accreditation criteria, letters patent, records connected with the mission,
composition, structure, organization, internal management and development of
chairs, correspondence, studies, reports, etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
5 years |
R |
|
secondary [ a ] |
other units concerned |
X1 |
|
D |
|
N o t e s :
( D = Destruction R = Retention )
1 Retention: 2
years after the creation of a chair or as long as the records are used in
the process of establishing a chair and the pursuit of its objectives.
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.12 |
Research and development
projects - Electronic records |
|
Data on the nature of research
projects, provisions of research contracts and sponsorships, financial
resources allocated, project directors, activity schedules, etc.
|
|
copy |
unit |
Active |
semi-active |
inactive |
|
primary [ c ] |
unit responsible |
3 years |
|
R |
|
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 |
|
08 - RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.13 |
Research and development
projects |
|
All records dealing with the
management of the institution’s various research projects: documents
exchanged with funding organizations, documentation on grant programs,
research projects, minutes of research committee meetings, schedules, 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 Retention: 2
years after conclusion of research project.
2 Archives selection: Retention of research contracts and
protocols as well as final reports. Destruction of support records (correspondence,
financial records, forms, etc.). |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated:
14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.14 |
Research files
|
|
Working records used in
research projects carried out under the authority of a research unit
recognized by the institution: documentation, research proposals, notes,
calculations, files of individual participants in research projects
involving human beings, analytical reports, statistical findings, surveys
and questionnaires, investigative reports, etc. |
|
copy |
Unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
X2 |
D3 |
|
secondary [ a ] |
other units concerned |
X1 |
|
D |
|
N o t e s :
( D = Destruction R = Retention )
1 Retention: 2
years after conclusion of research project.
2 Retention: 5 years (or as long as prescribed by the contractual
requirements of the funding organizations and partners) for records that can
be used to validate the methodology, authenticate the process and
demonstrate respect for the research protocol and could be used in
subsequent research projects. Relevance of retention should be reviewed
every 5 years.
3 Destruction: Research value ensured by retention of research
project final reports (see schedule
08.13).
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 – RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.15 |
Use of laboratory animals
and biological material - Electronic records |
|
Data used in the management of
the institution’s research protocols: orders for laboratory animals,
equipment and biological material, supplier relations, research clients and
associates, inventories, etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ c ] |
unit responsible |
2 years |
|
D1 |
|
N o t e s :
( D = Destruction R = Retention )
1 Destruction:
Research value ensured by retention of paper records documenting protocols
for use of laboratory animals (schedule
08.16).
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 – RESEARCH AND
DEVELOPMENT / IN-HOUSE RESEARCH |
|
08.16 |
Use of laboratory animals
and biological material |
|
Records dealing with the
management of protocols for use of laboratory animals, equipment and
biological material by the institution’s researchers: user files,
authorization requests, price registers, procedures for and files on animal
maintenance, care and treatment, drug and barbiturate use registers, 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 Retention: 2
years. Records concerned with specific laboratory animals are retained for 2
years after the death of the animal or its departure from the institution’s
laboratories.
2 Archives selection: Retention of laboratory animal use
protocols. Destruction of other records. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCHERS |
|
08.17 |
Researchers - Electronic
records |
|
Data used in ensuring the
registration and updating of directories of the institution’s researchers:
civil data, status, etc. |
|
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: 10
years after the conclusion of the last research project carried out.
2 Destruction: Research value ensured by retention of the
following paper records: research inventories (see schedule
08.02), research contracts and reports (see schedule
08.13), researchers’ files (see schedule 08.18).
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / RESEARCHERS |
|
08.18 |
Researchers |
|
Records relating to research
profiles and achievements of professor-researchers: grant applications,
reports, correspondence and all other records providing in particular, the
names of funding organizations, departments, project titles, grant amounts
awarded, number of grants, etc. |
|
copy |
unit |
Active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
5 years |
R2 |
|
secondary [ a ] |
other units concerned |
X3 |
|
D |
|
N o t e s :
( D = Destruction R = Retention )
1 Retention: 2
years after departure of researcher.
2 Archives selection: Retention of files of researchers born in
the years 01 and 06 of each decade and files of researchers particularly
noted in their field of research.
3 Retention: 1 year after departure of researcher. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / COOPERATION - RESEARCH AND DEVELOPMENT |
|
08.19 |
Cooperation and partnership
- Research and development |
|
Records dealing with research
cooperation and partnership activities and strategic alliances involving the
institution and different public or private organizations, national and
international (teaching and research organizations, private organizations
and corporations, etc): correspondence, agreements, memoranda, protocols and
other documents, 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 Retention: 2
years after the end of the cooperation agreement.
2 Archives selection: Retention of significant records
documenting the nature, objectives and results of research cooperation
agreements involving the institution. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / COOPERATION - RESEARCH AND DEVELOPMENT |
|
08.20 |
Cooperating and partnership
organizations – Research and development |
|
Records documenting exchanges
and relations maintained with various cooperating organizations with an
interest in the institution’s research: correspondence, cooperative programs,
framework agreements, 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 Retention: 2
years or until expiry of cooperation master agreement.
2 Archives selection: Retention of framework agreements and
significant correspondence documenting the nature of the relations
maintained by the institution with the various cooperating organizations.
|
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE |
|
Updated: 14/3/02 |
|
08 - RESEARCH AND
DEVELOPMENT / COOPERATION - RESEARCH AND DEVELOPMENT |
|
08.21 |
Participating professors –
Research and development |
|
Records documenting the
research profiles and achievements of professor-researchers: formal record
of participation in cooperative projects, reports, correspondence and any
other records containing the names of cooperating organizations, departments,
project titles, etc, etc. |
|
copy |
unit |
active |
semi-active |
inactive |
|
primary [ a ] |
unit responsible |
X1 |
5 years |
R2 |
|
secondary [ a ] |
other units concerned |
X3 |
|
D |
|
N o t e s :
( D = Destruction R = Retention )
1 Retention: 2
years after departure of the participating professor.
2 Archives selection: Retention of dossiers of participating
professors born in the years 01 and 06 of each decade and selection of
dossiers of participating professors especially distinguished in their
fields.
3 Retention: 1 year after departure of participating professors. |
|
[ ] = medium --->a = paper b =
microfilm c = electronic d = audio-visual e = other |
|
PREVIOUS SCHEDULE | NEXT
SCHEDULE (TO 09 - INFORMATION AND COMMUNICATIONS) |
|
Updated: 14/3/02 |
|
End of Category: 08 -
Research and Development |
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
|
