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HUM-0110 Personnel File


Records documenting the employment history of University Employees including the initial appointment, status changes including salary changes, correspondence with employees, performance improvement plans, termination documents, and supporting documentation for changes made in HRIS.

Performance Management and Discipline records are interfiled, but subject to a different retention period. See: HUM-0400 Annual Performance Review, HUM-0910 Employee Relations: Discipline Case Files, HUM-0920 Employee Relations: Discipline Letters (Faculty Association), HUM-0930 Employee Relations: Discipline Letters (Sessional Lecturers), HUM-0940 Employee Relations: Discipline Letters (Teaching Assistants & Research Assistants).

Excludes HUM-0100 Human Resources Information System, HUM-1100 Local Attendance

Excludes pension records: HUM-0610 Pension: Individual Beneficiary Entitlements, HUM-0620 Pension: Summary of Individual Beneficiaries.

Excludes records of benefits: HUM-0710 Benefits: Employee files, HUM-0730 Benefits: Health Care Expense Account (Retired Employees)

Administered separately from HUM-0120 Official File (Faculty Members) which is created and retained in accordance with collective agreements.

Retention Trigger

End of employment with the University


Trigger + 7 years

Responsible Unit(s)

Human Resources


Records System



Employment Standards Act S.O. 2000, c.41, s.15

Record Authority

VP Human Resources and Services


Secure destruction

Records Arising from Activity

Initial appointment letter, status change forms, correspondence, performance improvement plans, termination documents, letters of discipline.

Retention Rationale

ESA requires records to be kept for 3 years following employment. 7 years provides a window for any litigation or challenges to benefits or pay administration to be brought.

Personal Information


Vital Record