University of Calgary
UofC Navigation

Employee Files - Support Staff, Management and Professional Staff

Retention Rule Number: 
Specific Retention Rule 98.0017
Function/Activity: 
To document the employment history of individual support staff, management and professional staff from hiring to resignation/retirement and the administration of benefits, compensation and deduction.
Description/Type of Records: 
Adjustment printouts, applications, appointment forms, appointment letters, appraisals and evaluations, benefit applications, benefit plan cards, change notice forms, confirmation of employment letters, correspondence, disciplinary letters, employee development plans, insurance applications, job profiles, leave documentation, long service forms, merit increment recommendations, pension documents, performance feedback summaries, personal data update forms, position analyses forms, prior service status reports, resignation or termination letters, résumés, RRSP deduction forms and tax forms.

Retention Rules

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

Human Resources

Retention: 

Termination + 70 years (after 1 year retain only those records associated with benefits and pension administration)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 
Faculties
Departments
Administrative Units
Retention: 

Termination + 10 years

Disposition: 

Confidential shred or delete