HUM-0200 Recruitment: Competition Case Files

Description	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
Retention	Trigger + 2 years
Responsible Unit(s)	Human Resources Originating Units (if materials not collected by HR)
Source	Human Resources, Units, 3rd party submissions, Backcheck Sterling
Records System	Electronic, ATS, email (resume, reference letter submissions)
Citations	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
Disposition	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	Yes
Vital Record	No
Protection	High