Records Classification and Retention Schedule
The Records Classification and Retention Schedule (RCRS) is the primary tool for managing records at the university. It has been developed to ensure that University Records are retained long enough to meet all compliance obligations, professional standards and operational needs. Compliance obligations include legal, regulatory and contractual obligations. The RCRS applies to all records created and used at the university, but each unit may use only a small subset of the Records Series that make up the RCRS.
The Records Classification and Retention Schedule is a Directive under the Policy Framework. View the Records Classification and Retention Directive in the Policy Library.
Which Records Series apply to my work?
It depends on your role at the university and the Organizational Area you work for. The RCRS is divided into eleven sections based on the work functions performed. Most sections have records series for specific Organizational Areas, although some Records Series will apply across many areas. In addition certain roles or areas have more complicated recordkeeping, and may need to deal with Records Series across several sections.
If you are a faculty member, responsible for recordkeeping in a faculty, involved in research or the administration of research, or are responsible for disposition for your unit, we have developed guides to point you in the right direction. View the RCRS by role.
Otherwise, please view the RCRS by section. Each section description on the following page will describe the types of records it contains and the units responsible for maintaining them.
If you need further assistance figuring out which Records Series apply to you, please contact RecordsManagement@ontariotechu.ca
Section Descriptions
The Records Classification and Retention Schedule is divided into eleven major sections by work functions. Below you will find descriptions of the records in each section and the Responsible Units who must ensure that official copies of records series are kept for the full duration of their retention period, as required by the Records Management Policy.
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Campus Administrative Services
Consists of records related to services such as asset maintenance, facilities and inventory management, space planning, utilities, health and safety, and emergency management.
Responsible Units:
- Office of Campus Infrastructure and Sustainability
- Originating Faculty
- Originating Unit
- Faculty of Science
- Health and Safety
- Research Services
- Radiation Safety & Biosafety
View the Campus Administrative Services section of the RCRS.
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Compliance, Legal and Risk Management
Consists of records related to compliance including access to information and privacy, records management and mandated government reporting, legal matters including legal advice, litigation and claims and risk management.
Responsible Units:
- Office of the University Secretary and General Counsel
- Originating Unit
View the Compliance, Legal and Risk Management section of the RCRS.
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Finance
Consists of records relating to the management of the University’s finances including accounting, audits, banking, budgets, procurement, financial reporting and taxes.
Responsible Units:
- Finance
- Originating Unit
View the Finance section of the RCRS.
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Governance
Consists of records related to University policy and the bicameral governance of the University including meeting minutes and elections of the Board of Governors and Committees, Academic Council and Committees, Faculty Councils and PACIP.
Responsible Units:
- Office of the Provost
- Office of the University Secretary and General Counsel
- Originating Faculty
- Originating Unit
View the Governance section of the RCRS.
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Government, Community and Institutional Relations
Consists of records related to enhancing the reputation of the University, establishing, strengthening and growing relationships and partnerships with all levels of government, business, other institutions and the community, donors, students and alumni, and marketing and promoting the University.
Responsible Units:
- External Relations
- Originating Unit
View the Government, Community and Institutional Relations section of the RCRS.
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Human Resources
Consists of records related to employees, attendance and scheduling, employee relations, compensation, payroll, pension and benefits, recruitment and hiring, performance evaluation, training and development as well as search committees. Also includes records of Academic Affairs: Faculty Official Files, tenure and promotion, collective bargaining and grievances and arbitration.
Responsible Units:
- Academic Affairs
- Human Resources
- Originating Unit
View the Human Resources section of the RCRS.
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Information Technology Services
Consists of records related to Information technology, including learning tools and other IT assets, software acquisition and the provision of access rights.
Responsible Units:
- Information Technology Services
View the Information Technology Services section of the RCRS.
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Local Administration
Consists of general records that may be applicable to all units. This section should serve as general guidelines if no other records series apply. If specific operational or compliance needs apply to certain records, those should be documented in a functional records series.
There are also records series in other major sections that are applicable to any unit that creates records of that type. For more information, please see Records Series that apply across the University.
Responsible Units:
- Originating Unit
View the Local Administration section of the RCRS.
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Research
Includes records related to the administration of research, including partnerships and collaboration applications and proposals, agreements, and projects. Also includes records required for compliance with contractual and grant obligations, and research materials and data that have been licensed to the University by IP holders.
Records related to Research safety including Radiation Safety, Biosafety, hazardous materials and lab safety can be found in the Campus Administrative Services section of the RCRS. For a page listing all records series related to research activities, please see Records Related to Research.
Responsible Units:
- Originating
- Research Services
View the Research section of the RCRS.
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Students
Includes records related to degree granting and to student academic performance including applications, admissions, discipline, grades, transcripts and communications. Also included are records related to support services for students including accommodations, advising, employment and careers, exchange and international students, financial assistance, internships and orientation.
Responsible Units:
- Graduate Studies Office
- Office of the Provost
- Office of the University Secretary and General Counsel
- Originating Faculty
- Originating Unit
- Registrar’s Office
- Student Life
View the Students section of the RCRS.
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Teaching and Learning
Includes records related to faculty administrative and teaching functions such as accreditation, courses and curriculums, program reviews, scheduling and enrolment as well as student evaluations and the Library functions. Also includes institutional research and analysis to support student retention and other institutional goals.
Responsible Units:
- Originating Faculty
- Teaching and Learning Centre
- University Library
- Office of Institutional Research and Analysis
View the Teaching and Learning section of the RCRS. For records related to individual students, please see the Students section of the RCRS.
