People and Culture retention schedule

Prepared: Spring 2005
Effective from: 1 October 2005
Due for Review: Spring 2008

Records retention and disposal is the process by which the University decides whether records that are no longer current should be destroyed or transferred to the archive. All University records fall into three categories:

• Current (when data may be added to the record);  
• Semi-current (when the record has been closed but is used as a reference tool for administrative purposes);  
• Archived (when it has been selected for permanent retention in the University archive).

The retention period refers to the life of the record as a "current” or "semi-current” record. When a record reaches the end of its retention period, it must be either destroyed or archived permanently.

Records retention schedule

The following retention schedule provides a structured framework for the retention and disposal of all records managed by all the People & Culture Section (formerly Human Resources Office). It is expected that, following the review of the People & Culture Records Management Policy, records managed by the Organisational Development (formerly Learning and Development Office) and Occupational Health team will be included in the schedule. The schedule should be read and used in conjunction with the Section's records management policy and relevant procedure document.

C=Creation
CCY=Current calendar year
CAY=Current academic year
CFY=Current financial year

Further information

• Personnel Procedure Document: PS01 (.pdf)
• Human Resources record management policy 
• University Records Retention Schedules