Agreements | Archives and Special Collections

Agreements – Archives and Special Collections

Agreements

UCLASS Primary:  GV075 — Agreements

Retention Rule Number: Specific Retention Rule 2008.02

Function/Activity: To document the negotiation and drafting of agreements; to provide evidence of agreements between the university and other bodies.
Description/Type of Records: Drafts and final versions of lease agreements, lease of space agreements, ground leases, third party agreements, license of occupation agreements, independent contractor agreements, supply agreements, professional services agreements, supplementary letters of agreement, affiliation agreements, practicum agreements, master agreements, memoranda of understanding/agreements, partnership agreements, grant agreements, donation agreements, and naming agreements; and related correspondence (including emails), notes, background information, and other working materials. NOTE: This rule does not apply to research contracts (covered by #2001.02a Research Contracts in progress).

Retention Rules:

Office of Primary Responsibility (OPR) Retention Disposition
Legal Services
Supply Chain Management
Development Office
International Relations
Real Estate, Leasing & Land Holdings
Human Resources
Academic faculties and departments
     Draft agreements While agreements are being negotiated Confidential shred or delete
     Supporting documents (e.g. correspondence, notes, background information, working materials) Until the obligations under the terms of the agreement are fulfilled + 12 years Confidential shred or delete
     Scanned copies of supporting documents and fully-executed original agreements After agreements are fully executed, scan supporting documents and fully-executed original agreements, and make scanned copies available to Legal Services. Keep until the obligations under the terms of the agreement are fulfilled + 12 years. Delete
     Fully-executed originals in paper form of lease agreements, lease of space agreements, ground leases, third party agreements, license of occupation agreements, independent contractor agreements, supply agreements, practicum agreements, professional services agreements, and supplementary letters of agreement Until all obligations under the terms of the agreements are fulfilled + 12 years Confidential shred
     Fully-executed originals in paper form of affiliation agreements, master agreements, memoranda of understanding/agreements, partnership agreements, and naming agreements. Also, grant agreements and donation agreements of significant monetary amount (contact Legal Services for advice Transfer to Archives
     Fully-executed originals in paper form of grant agreements and donation agreements of insignificant monetary amount (contact Legal Services for advice) Until all obligations under the terms of the agreements are fulfilled + 12 years Confidential shred

Restrictions:
These records are confidential and may be subject to legal privilege; access is limited to staff in the listed Offices of Primary Responsibility, as appropriate.  Fully executed original agreements or portions thereof are available to Legal Services and others on a “need to know” basis.

Citations:

Limitations Act, Chapter L-12, s.3(1).

Approval Information:

  • Linda Dalgetty, Vice-President Finance and Services
  • Karen Jackson, General Counsel
  • Lisa Atkinson, University Archives

20 July 2018