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Employment Application Process (includes Resumes)

Retention Rule Number: 
Specific Retention Rule 98.0019
Function/Activity: 
To document applications for employment for non-academic positions.
Description/Type of Records: 
Resumes, position descriptions, advertisements, letters of application, letters of reference, short-list of candidates, interview questions and responses. NOTE: This rule DOES NOT apply to resumes or curriclum vitae considered in an academic personnel search. See Specific Rule 2010.04 Academic Recuitment and Selection Process for the retention policy applicable to these records.

Retention Rules

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

Human Resources

Office of Primary Responsibility (OPR): 

Unsolicited Resumes NOT used in a search process:

Retention: 

Up to 6 months following receipt

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Resumes used in a search process (solicited AND unsolicited) and other employment application process documents :

Retention: 

End of search process + 2 years

When anyone other than a Canadian or a permanent resident of Canada is hired, advertisements for the position and information supporting where, when and for how long the position was advertised, and records relating to unsuccessful applications must be kept for 6 years after the employee is hired

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculties and Departments and Administrative Units

Office of Secondary Responsibility (OSR): 

Unsolicited resumes NOT used in a search process:

Retention: 

Up to 6 months following receipt

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Resumes used in a search process (solicited AND unsolicited) and other employment application process documents (paper and e-documents):

Retention: 

End of search process + 2 years

When anyone other than a Canadian or a permanent resident of Canada is hired, advertisements for the position and information supporting where, when and for how long the position was advertised, and records relating to unsuccessful applications must be kept for 6 years after the employee is hired

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Solicited resumes and other employment application process documents (paper copies of e-documents):

Retention: 

Up to 6 months

Disposition: 

Confidential shred