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Retention Rule Lists

Submitted by justin.anders on Thu, 11/13/2014 - 2:01pm

Retention Rule Lists

Retention Rule Rule # UCLASS Primary
Academic Recruitment and Selection process Specific Retention Rule 2010.04 HR225 - Employment Processes - Academic and Senior Administrative Staff
Access and Privacy Cases Specific Retention Rule 2007.01 GV 290 - Access and Privacy Cases
Accounts Payable Vouchers Specific Retention Rule 99.0001 FM075 - Accounts Payable
Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash Specific Retention Rule 99.0005 FM100 - Accounts Receivable Cash Receipt and Deposit Vouchers | FM535 - Petty Cash
Accounts Receivable Invoices Specific Retention Rule 2000.11 FM110 - Accounts Receivable Invoices
Appointment and Reappointment of Senior Administrative Officers Specific Retention Rule 2013.02 HR225 - Employment Processes -- Academic and Senior Administrative Staff
Board of Governors Agendas & Minutes Specific Retention Rule 98.0004 GV090 - Board of Governors
Calendar Submission Drafts Specific Retention Rule 98.0009 GV105 - Calendar Publication
Class Record Books Specific Retention Rule 2000.13 AC235 - Evaluation of Students
Competitive Bid Procurement Process Specific Retention Rule 2010.01 SS575 - Procurement Services
Confidentiality Agreements Specific Retention Rule 2014.14 GV075 - Agreements
Controlled Goods Security Assessment Process Specific Retention Rule 2014.12 SS635 - Security Services
Counselling Client Files Specific Retention Rule 2014.09 ST675 - Student Health and Wellness
Course Outlines Specific Retention Rule 2004.02 AC100 - Curriculum Planning
Daily Banking Specific Retention Rule 2000.22 FM275 - Daily Banking
Deans' Council & Deans' Council Executive Agenda & Discussion Notes Specific Retention Rule 98.0006 GV700 - Strategic Planning & Reporting
Diposal and Surplus Specific Retention Rule 2000.09 CA220 - Equipment and Materials Management
Donor Tax Receipts Specific Retention Rule 2000.05 FM285 - Donor Tax Receipts
Driver Authorization Specific Retention Rule 2011.05 GV610 - Risk Management
Employee Files - Academic and Senior Administrative Staff Specific Retention Rule 98.0016 HR180 - Employee Files - Academic and Senior Administrative Staff
Employee Files - Academic and Senior Administrative Staff (Faculty of Medicine) Specific Retention Rule 2000.04 HR180 - Employee Files - Academic and Senior Administrative Staff
Employee Files - Support Staff, Management and Professional Staff Specific Retention Rule 98.0017 HR185 - Employee Files - Support Staff, Management & Professional Staff
Employee Files – Continuing Education Contract Instructors Specific Retention Rule 2014.06 HR 185 - Employee Files - Support Staff, Management and Professional Staff
Employment Application Process (includes Resumes) Specific Retention Rule 98.0019 HR230 - Employment Processes - Support Staff, Management & Professional Staff
Equipment Inventories Specific Retention Rule 2000.10 CA220 - Equipment and Materials Management
Examinations and Student Assignments Specific Retention Rule 2000.01 AC235 - Evaluation of Students
Expense Allowance Specific Retention Rule 2000.06 FM300 - Expense Allowance
External Organizations General Retention Rule 2009.01 AD200 - External Organizations
Faculty Council Agendas & Minutes Specific Retention Rule 98.0007 GV700 - Strategic Planning & Reporting
Financial Reporting Specific Retention Rule 2000.23 FM350 - Financial Reporting
General Faculties Council Specific Retention Rule 98.0003 GV255 - General Faculties Council
Grade Collection Source Documents Specific Retention Rule 2000.12 AC235 - Evaluation of Students
Graduate Student Scholarships and Awards Specific Retention Rule 2008.04 ST655 - Student Awards
Hazardous Waste Storage and Disposal Process Specific Retention Rule 2008.05 SS225 - Environmental Health and Safety
Homestay Case Files Specific Retention Rule 2014.05 ST300 - International Student Programs and Services
Institutional Analysis process Specific Retention Rule 2009.04 SS330 - Institutional Analysis Process
Insurance Claims Specific Retention Rule 2011.02 GV300 - Insurance
Integrated Services in Education Client Files (ISE) Specific Retention Rule 2014.11
Internal Audit Process Specific Retention Rule 2015.04 GV310 - Internal Audit
Investment Management Specific Retention Rule 2000.24 FM400 - Investment Management
Payroll Payment Changes Specific Retention Rule 2000.08 FM520 - Payroll Payment Changes
Payroll Payments & Deductions Specific Retention Rule 2000.07 FM525 - Payroll Payments & Deductions
Postgraduate Medical Trainee Files Specific Retention Rule 2000.03 AC550 Postgraduate Medical Education Trainee Files
Presidential Review Records Specific Retention Rule 2000.14 HR225 - Employment Processes - Academic and Senior Administrative Staff
Presidential Search Records Specific Retention Rule 2000.15 HR225 - Employee Processes - Academic and Senior Administrative Staff
Printing Services Print Project Files Specific Retention Rule 2017.03 SS725 - Technology Support
Program Planning Process Specific Retention Rule 2014.01 AC625 - Program Planning
Protected Disclosure Process Specific Retention Rule 2016.03 GV280 - Human Rights Advocacy
Research Accounting - Project Files Specific Retention Rule 2000.25 FM725 - Trust & Special Funds
Research Ethics Process and Review Specific Retention Rule #2000.02 RE200 - Ethics Review and Approval
Research Involving Human Subjects Specific Retention Rule 2011.01 RE125 - Clinical Trials
Security Incident Reporting Process Specific Retention Rule 2011.06 SS635 Security Services
Senate, Senate Executive and Senate Committees Specific Retention Rule 98.0005 CR650 - Senate
Staff Wellness Client files Specific Retention Rule 2013.06 HR200 - Employee Health & Wellness
Student Academic Files - Faculty of Medicine - Undergraduate Specific Retention Rule 2010.06 AC750 - Student Academic Files
Student Academic Files - Graduate Specific Retention Rule 98.0018 AC750 - Student Academic Files
Student Academic Files - Undergraduate Specific Retention Rule 99.0006 AC750 - Student Academic Files
Student Accommodations Specific Retention Rule 2015.05 ST645 - Special Student Programs and Services
Student Appeal Process Specific Retention Rule 98.0015 GV725 - Student Appeals and Reviews
Student Evaluation of Instruction Records Specific Retention Rule 99.0010 AC230 - Evaluation of Instruction
Student Fees Specific Retention Rule 2000.20 FM650 - Student Fees
Students' Union Wellness Centre Patient Records Specific Retention Rule 2013.04 ST675 - Student Health & Wellness
Study Abroad Program files Specific Retention Rule 2007.02 AC175 - Education Abroad
Tuition Planning Specific Retention Rule 2014.07 FM 680 - Tuition Planning
University of Calgary Medical Group (UCMG) Billing and Transcription Records Specific Retention Rule 2014.04
Waiver of Liability and Informed Consent Forms Specific Retention Rule 2000.17 GV610 - Risk Management

Record Type

Rule

Academic accommodations
Academic integrity
Academic misconduct
Access Requests
Accommodations - disability and protected grounds
Accounts Payable Invoices
99.0001 – Accounts Payable Vouchers (see also IDB’s in Financial Reporting)
Accounts Receivable Invoices
 
Adjunct employee files
Admission records
Agencies (External)
Aging reports
Agreements
Anecdotal notes (Nursing)
Appeals
Applications…
 
...for Academic Positions
...for Non-Academic Positions
...for Senior Administrative position
...for Deferred Exams
...for Graduate Scholarships (External)
...for Graduate Scholarships (Internal)
...for Leave of Absence (students)
... for MaPPS positions
...for Study Abroad opportunities
... for Support Staff positions
Applied pschological testing
Appointment notices
98.0001 – Circulars
Articles
Assignments – see Student Assignments
 
Associations (External)
Audit records
Award notification
Bank…
 
...Draft payments
...Reports
2000.22 – Daily Banking
...Statements and reconciliations
2000.22 – Daily Banking
Bankrupt notices
Billing for medical services
Board of Governors
Calendar submission drafts
Capital equipment forms
Cash…
 
...Audit log books
...Balances
...Receipt vouchers
Casual payroll requisitions / timesheet forms
Catalogues – Supplies/Equip
Certificates of Destruction
Change of Grade forms
Cheque…
 
...Log books
...Register – payroll
...Requisitions
...Copies of
Circulars
98.0001 – Circulars
Class record books
2000.13 – Class Record Books
Classification code manual (equipment)
Collection Agency records
Committees (External)
Competitive bid records
ConfidenceLine records 
Confidentiality Agreements
Controlled Goods
Core Documents
Councils
 
...Deans’
...External to University
...Faculty
98.0007 – Faculty Councils
...General Faculties
Counselling services (U-CAPES)
Counselling services (SU Wellness)
Course Outlines
Credit…
 
...Card slips
...Card slips (tax receipts)
2000.05 – Donor Tax Receipts
Curriculum Vitae
 
...accompanying applications for academic positions
...for recruited academic staff
Daily Cash Balance
Deans’ Council
Declaration form (equipment)
Deferred Exams (Applications for)
Deposit…
 
...Account analyses
2000.22 – Daily Banking
...Books
...Forms (tax receipts)
2000.05 – Donor Tax Receipts
...Vouchers
Direct mail
98.0001 – Circulars
Disability services
Disposal form (equipment)
Donor Tax receipts
2000.05 – Donor Tax Receipts
Drafts
98.0011 – Draft Documents & Working Materials (excluding budgets, legal documents, policies, standards, guidelines, procedures)
Driver Authorizations, agreements & abstracts
Educational assessment and testing
Emergency loan applications
2000.20 – Student Fees
Employee Files...
 
...Academic & Senior Staff
...Adjuncts
...Continuing Education Contract Instructors
...Emeriti
...Sessionals
...Support Staff, MAPS
Employee training records
Equipment...
 
...Catalogues
...Disposal form
...Inventory audit reports
Ergonomic assessments
Exams...
 
...Deferred
...NOT returned to students
...Returned but not picked up
Expressions of interest
Externally published reports
Faculty Councils
98.0007 – Faculty Councils
Financial…
 
...Statements
2000.23 – Financial Reporting
...Transaction summary reports
2000.20 – Student Fees
General Faculties Council (GFC)
General ledger (FRS)
2000.23 – Financial Reporting
Gift certificate books
Gift-in-kind reports
2000.05 – Donor Tax Receipts
Grade…
 
...Appeals
...(Change of) forms
...Collection sheets
Graduate…
 
...and trust appointment records
...Student academic files
Group travel study records
GST payments
Hazardous Waste Storage and Disposal...
...shipping and disposal records
2008.05 - Hazardous Waste Storage and Disposal Process
...Certificates of Destruction
2008.05 - Hazardous Waste Storage and Disposal Process
...inspection and servicing records
2008.05 - Hazardous Waste Storage and Disposal Process
...leak testing recorrds
2008.05 - Hazardous Waste Storage and Disposal Process
...employee training records (radioactive waste)
2008.05 - Hazardous Waste Storage and Disposal Process
...Nuclear Energy Worker Registration forms
2008.05 - Hazardous Waste Storage and Disposal Process
Health promotion & surveillance records
Holiday notices
98.0001 – Circulars
Homestay records
Incident reports
Informed Consent forms
Inspection and servicing records (radioactive waste)
Institutional Analysis...
 
...Project files (all)
...Major reports
Insurance claims
2011.02 – Insurance Claims
Interdepartmental Billing vouchers (IDB)
2000.23 – Financial Reporting
Interest calculations
2000.24 – Investments
International Student lodging
Inventory audit reports (equipment)
Investment portfolio reports and registers
2000.24 – Investments
Invitation to bid
Invoices...
 
...Accounts payables
...Accounts receivable
Journal entry records & vouchers
2000.23 – Financial Reporting
Journals
Leak testing records (radioactive waste)
Leave…
 
...Application forms (staff)
...of Absence –  students
...of Absence (staff)
Loan applications – students
2000.20 – Student Fees
Log books
Medical Billing and Transcription
Meeting notices
98.0001 – Circulars
Monetary appraisal records
2000.05 – Donor Tax Receipts
New capital equipment forms
Non-academic misconduct
Notices of Meetings, appts, holidays
98.0001 – Circulars
Notification of awards
Nuclear Energy Worker registration forms
Organizations (External)
Packing Slips
Payroll deduction records
Payroll vouchers
2000.23 – Financial Reporting
Petty Cash
Physician's notes (diagnosis & treatment)
Postgraduate medical education trainees
Post-it notes
Presidential review records
Presidential search records
Press releases
98.0001 – Circulars
Print project files
Privacy requests
Procurement records
Professional expense reimbursement claims (PER)
2000.06 – Expense Allowance
Program costing records
2000.23 – Financial Reporting
Program planning records
Program statistical records
2000.20 – Student Fees
Project Files - Research Accounting
Promissory notes
2000.20 – Student Fees
Protected disclosure
Psychological assessment and testing (U-CAPES)
Psychological assessment and testing (SU Wellness)
Purchase orders, requisitions
Reconciliation records
2000.20 – Student Fees
Registration forms
Relocation claims
Reports – external published
Requests for quotation or information
Research involving human subjects...
 
...For Health Canada
...For all other
Resumes...
 
...(CV's) solicted (academic)
...solicited (non-academic)
...unsolicited
Review of President records
2000.14 – Presidential Review
Routing slips
Scholarly integrity records 
Scholarship applications - GRADUATE...
 
...successful – External Agency
...successful – Internal
...unsuccessful
Scholarship Committee agendas & minutes (FGS)
Search & Selection...
 
...Academic staff
...Presidents
2000.15 – Presidential Search
...Senior Administrative Officers
Security Assessments
Security incident reports
Senate and Senate Committees
Senior staff employee files
Shipping and disposal records (hazardous waste)
Societies (External)
Student Academic Files...
 
...Graduate
...Medicine (UME)
...Unclassified students
...Undergraduate
Student Assignments...
 
...NOT returned to students
...not picked up by students
Student fee payment receipts, loan agreements, fee invoices
2000.20 - Student Fees
Summary reports – financial transactions student fees and loans
2000.20 – Student Fees
Supply Catalogues
Support staff employee files
Surplus sales reports
Tag listings (equipment)
Tax…
 
...Receipt log books
2000.05 – Donor Tax Receipts
...Receipts (donor)
2000.05 – Donor Tax Receipts
...Returns
2000.23 – Financial Reporting
Team Authorization Forms - Research Projects
Telephone messages
Temporary information
Till tapes
Timesheets...
 
...Casual payroll requistions
...Non-casual
Transcription services
Transcripts
Travel...
 
...Advance requisitions
...Claim vouchers
Trust…
 
...Account financial statements
...and graduate appointment records
...Extension printouts
Tuition fee planning documents
2014.07 - Tuition Planning
Tuition fee waivers
2000.20 – Student Fees
Unclassified Student files
Undergraduate…
 
...Student academic files
...Student files (Medicine)
Universal student ratings of instruction
Unit reviews
Voice-mail recordings
Waivers
Waybills
98.0010 – Temporary Information 
Whistleblower Act
Withhold notices
2000.20 – Student Fees

Rule #

Retention Rule

98.0003

General Faculties Council

98.0004

Board of Governors Agendas & Minutes

98.0005

Senate, Senate Executive and Senate Committees

98.0006

Deans' Council & Deans' Council Executive Agenda & Discussion Notes

98.0007

Faculty Council Agendas & Minutes

98.0009

Calendar Submission Drafts

98.0015

Student Appeal Process

98.0016

Employee Files - Academic and Senior Administrative Staff

98.0017

Employee Files - Support Staff, Management and Professional Staff

98.0018

Student Academic Files - Graduate

98.0019

Employment Application Process (includes Resumes)

99.0001

Accounts Payable Vouchers

99.0005

Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash

99.0006

Student Academic Files - Undergraduate

99.0010

Student Evaluation of Instruction Records

2000.01

Examinations and Student Assignments

2000.02

Research Ethics Process and Review

2000.03

Postgraduate Medical Trainee Files

2000.04

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

2000.05

Donor Tax Receipts

2000.06

Expense Allowance

2000.07

Payroll Payments & Deductions

2000.08

Payroll Payment Changes

2000.09

Disposal and Surplus

2000.10

Equipment Inventories

2000.11

Accounts Receivable Invoices

2000.12

Grade Collection Source Documents

2000.13

Class Record Books

2000.14

Presidential Review Records

2000.15

Presidential Search Records

2000.17

Waiver of Liability

2000.20

Student Fees

2000.22

Daily Banking

2000.23

Financial Reporting

2000.24

Investment Management

2000.25

Research Accounting - Project Files

2004.02

Course Outlines

2007.01

Access and Privacy Cases

2007.02

Study Abroad Program files

2008.04

Graduate Student Scholarships and Awards

2008.05

Hazardous Waste Storage and Disposal Process

2009.01

External Organizations

2009.04

Institutional Analysis process

2010.01

Competitive Bid Procurement Process

2010.04

Academic Recruitment and Selection process

2010.06

Student Academic Files - Faculty of Medicine - Undergraduate

2011.01

Research Involving Human Subjects

2011.02

Insurance Claims

2011.05

Driver Authorization

2011.06

Security Incident Reporting Process

2013.02

Appointment and Reappointment of Senior Administrative Officers

2013.04

Students' Union Wellness Centre Patient Records

2013.06

Staff Wellness Client files

2014.01

Program Planning Process

2014.04

University of Calgary Medical Group (UCMG) Billing and Transcription Records

2014.05

Homestay Case Files

2014.06

Employee Files – Continuing Education Contract Instructors

2014.07

Tuition Planning

2014.09

Counselling Client Files

2014.11

Integrated Services in Education Client Files (ISE)

2014.12

Controlled Goods Security Assessment Process

2014.14

Confidentiality Agreements

2015.04

Internal Audit Process

2015.05

Student Accommodations

2016.03

Protected Disclosure Process

2017.03

Printing Services Print Project Files