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Employee Files - Academic and Senior Administrative Staff (Faculty of Medicine)

Retention Rule Number: 
Specific Retention Rule 2000.04
Function/Activity: 
To document the employment history of individual Faculty of Medicine academic and senior administrative staff from initial hiring to resignation/retirement and the administration of benefits, compensation and deductions.
Description/Type of Records: 
Annual reports, appeals, correspondence, award nominations and information on receipt of awards, benefits and pension records, disciplinary records, employment applications, confirmation of employment and salary letters, contracts, correspondence, curriculum vitae, employment authorization letters, fellowship notification letters, grant applications (copies), leave applications, letters of recommendation, overload duties and course load records, reports and correspondence, letters of appointment, recommendations for appointment and change to appointment, merit letters, research account applications, RRSP deduction forms, sabbatical proposals, applications and background materials, sabbatical fellowship research grant applications, secondment correspondence, tax forms, tenure applications, transcripts, trust appointment records.

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Human Resources

Retention: 

Termination + 67 years (after 5 years retain only notices of appointment, cv, termination records, benefits and pension records)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculty of Medicine

Office of Secondary Responsibility (OSR): 

All except for emeriti/honorary status appointees:

Retention: 

Termination + 10 years

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Emeriti and honorary status appointees:

Retention: 

Until death of employee (after 1 year, retain only recommendation letter, curriculum vitae, letter confirming emeritus or honorary status and other related documention)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Payroll Department

Retention: 

Termination + 7 years

Disposition: 

Confidential shred or delete

NOTE:  As of December 2011, no records related to trust employees (eg. the employee file held by the department, faculty, or principal investigator) , whether paper or electronic, can be destroyed.  This includes any manual destruction of these records or any computer based automatic deletion of computer files.

This suspension will remain in effect until further notice.