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HUM-0200 Recruitment: Competition Case Files


Records of competitions for hiring, from the initial request for hiring to the onboarding of a successful candidate or withdrawal of the competition. Includes: Hiring request, job postings, screening criteria and tools, pre-interview screening questions and responses, resumes, interview notes, shortlist, reference checks, copy of offer letter, education verification/back check report. 

Hiring units must retain a copy of all competition materials not submitted to HR. 

Retention Trigger

Hiring decision made


Trigger + 2 years

Responsible Unit(s)

Human Resources

Originating Units (if materials not collected by HR)


Human Resources, Units, 3rd party submissions, Backcheck Sterling

Records System

Electronic, ATS, email (resume, reference letter submissions)


Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31 s.40
Disposal of Personal Information, RRO 1990, Reg 459
Human Rights Code, R.S.O. 1990, c. H.19 s.34

Record Authority

VP Human Resources and Services


Secure deletion

Records of successful candidate: transfer to HUM-0110 Personnel File

Records Arising from Activity

  • Job postings
  • Screening Criteria and tools
  • Pre-interview screening questions and responses
  • Interview notes
  • Shortlist
  • Reference checks
  • Copy of offer letter.
  • Candidate pool (resumes and profiles)
  • Education Verification/Backcheck

Retention Rationale

Risk of challenge to interview process, either grievance, human rights code or civil law.

Personal Information


Vital Record