If you are not identified as a responsible unit but you hold copies of the information described in these class codes, keep them for reference or working documents only, for a short period of time (such as two years), and then destroy them.
3000-Administration
Functions and supporting activities codes for classification of records related to planning, co-ordination and execution of administrative operations within the University.
Supporting activities
Secondary Copies
3100 Unit Management
3110 - Unit Planning
Description
Records related to planning and administration of a unit’s specific and general programs, functions, activities, operations and objectives.
Can include strategic plans, annual plans, action plans, project planning, records establishing specific and general objectives of University units, organizational charts, correspondence, briefs and notes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Calendar year end date | 5 | Send to archives | See 6320: Institutional Strategic Planning for University-wide planning |
3120 - Unit Meetings
Description
Records related to convening and conducting of meetings of unit staff, supervisors and directors, ad hoc committees and working groups.
Can include agendas, supporting documentation and minutes, and documents discussed, adopted or filed for information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Calendar year end date | 5 | Destroy | See 6120: Governing Bodies |
3130 - Unit Reports, Studies and Statistics
Description
Records related to collection and analysis of a unit’s operational statistics, reporting of functions and related activities demonstrating the administrative and operational performance, as well as continual improvement, of University services, faculties and research units.
Can include data collection, Excel worksheets, periodical and/or annual statistics, cumulative and summary data analyses, annual reports, activity reports, progress reports, regulatory reporting to external bodies to meet regulatory and legal requirements, studies and analyses, surveys, inquiries and questionnaires.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Calendar year end date | 5 | Send to archives | See 5180: Regulatory Financial Reporting; 5181: Regulatory Financial Reporting-Research |
3140 - Unit Procedures, Guidelines and Standards
Description
Records related to development, adoption and maintenance of procedures, guidelines and standards to assist employees in the administration of a unit's operations.
Can include administrative standards, guidelines, instructions, operating protocols, policy documents and operational procedures.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Superseded or obsolete | 3 | Destroy | See 6210: University Policy and Regulation Management |
3200 Unit Office Administration
3210 - General Inquiry Responses
Description
Records related to a unit’s response to general information requests, compliments and complaints arising from management, administration or operations at the unit level at the University.
Can include drafts, internal and external correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Calendar year end date | 1 | Destroy | See 7630: Labour and Employee Relations Disputes and Grievances—Case Files for complaints related to labour disputes or grievances. 2211: Human Rights and Equity—Case Files for formal complaints regarding human rights-related cases; 2221: Ombudsperson—Case Files for complaints investigated by third parties or the ombudsperson; 6211: Breach of University Policies and Regulations—Case Files for breach of rights and responsibilities case files; 8322: Research Integrity Investigations—Case Files for research integrity investigations; 1520: Student Academic Misconduct—Case Files |
3220 - Templates and Forms Management
Description
Records related to management of blank forms and templates, including designs and letterheads.
Can include templates, blank forms, drafts, correspondence, graphics and letterheads.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Superseded or obsolete | 2 | Destroy | n/a |
3230 - External Publications
Description
All types of publications originating from external bodies and used for reference or information purposes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Superseded or obsolete | 2 | Destroy | n/a |
3240 - Translation Services
Description
Records related to translation of original text to the other official University language and management of translation and linguistic data and commonly used terms.
Can include correspondence, original text, drafts, translated text, master term files and translation memories.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Language Services All responsible units | Superseded or obsolete | 2 | Destroy | n/a |
3300 Communications and External Relations
3310 - University Events
Description
Records related to planning and administration of official ceremonies or social, cultural or sports events held by the University. Includes special days, anniversaries, celebrations, recognition events, receptions, reunions, homecomings, launches, openings and other events to enhance University identity and recognition.
Can include administrative logistics, programs, invitations, orders of proceedings, lists of participants and attendance statistics, guest books, addresses, speeches, press clippings, photographs, audiovisual recordings, specimens of prizes, participants kits. Includes Convocation, Homecoming, Panda Game, etc.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs All responsible units | Event Concluded | 5 | Send to archives | See 2410: Community Engagement Activities |
3320 - External and Public Relations Activities
Description
Records related to interactions between the University and external institutions, associations, professional organizations, programs and various levels of government (local, provincial, federal, international).
Can include position papers and proposals, briefing packages, official correspondence, programs, addresses and speeches, proceedings and activity reports of senior University representatives, covering relations with governments, representation on external committees, involvement in organizing joint activities and participation in social activities.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs | Calendar year end date | 5 | Send to archives | n/a |
3330 - Marketing and Brand
Description
Records related to planning and administration of campaigns, sponsorships and marketing activities used to promote uOttawa activities and products. Also applies to texts presenting uOttawa published in directory-type publications, as well as design, definition, modification and use of any form of official identification of uOttawa and its units.
Can include leaflets, posters, advertising inserts and advertising disseminated in print media (newspapers, magazines), electronic media (radio, television, internet) or displayed in public places (posters, displays and others), logos and name representation, coats of arms, mottos, seals, colours, flags, anthems, blazons and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs All responsible units | Calendar year end date | 7 | Send to archives | n/a |
3340 - Institutional Communication
Description
Records related to interactions between units and other areas within the University as well as administration of announcements disseminated to the University community, published on University websites and posted on network communications systems.
Can include final texts of notices, correspondence, directives and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs All responsible units | Calendar year end date | 2 | Send to archives | n/a |
3350 - Media and Press Relations
Description
Records related to University relations with local, provincial, federal or international media and press, as well as press coverage of the University.
Can include interviews, speeches, press conferences, press releases, lists of contact persons, invitations, photographs, press kits, official positions, key messages, questions and answers, public statements, articles, press clippings and audiovisual extracts.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs All responsible units | Calendar year end date | 5 | Send to archives | n/a |
3360 - University Publications
Description
Records related to administration, preparation, production and distribution of administrative, academic, scholarly or scientific publications produced by or for the University. Includes the Gazette and Tabaret.
Can include manuscripts, typescript and preparatory documents, correspondence, forms, submissions, publicity, financial documents related to the production and promotion of publications, directories, bulletins, brochures, catalogues, circulars, administrative guides, journals, collections of course notes for professors, annual reports, newsletters, magazines, periodicals, volumes and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Publication date | 2 | Send to archives (Send two copies of each publication to the archives, except those subject to legal deposit with Library and Archives Canada.) | See 3340: Institutional Communication |
3370 - Website and Social Media Management
Description
Records related to the management, development, creation, revision and dissemination of University websites and social media presence.
Can include templates, pages and static elements, management of dynamic elements such as databases and content management software, preliminary and final text and content.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Communications and Public Affairs | Superseded or obsolete | 1 | Send to archives | n/a |
3400 Information Technology
3410 - Information Technology Security Services
Description
Records related to planning and management of protection of IT infrastructure, systems and assets, while safeguarding the confidentiality and reliability of data. Includes management of information security risk and compliance assessments.
Can include disaster recovery plans, standards, recommendations, proposals, directives, advice, reports, analysis, forms, correspondence and assessments.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology | Superseded or obsolete | 5 | Send to archives | See 3411: IT Security Incident—Case Files |
3411 - IT Security Incident—Case Files
Description
Case files on the response to IT cybersecurity-related incidents and breaches.
Can include incident reports, recommendations, evidence, testimonials, correspondence and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology | File closed date | 5 | Destroy | See 6120: Governing Bodies for Architecture Review Board materials |
3420 - IT Enterprise Architecture
Description
Records related to planning, acquisition, development, management, installation and support of network infrastructure, server operations and software solutions that facilitate University functions and activities. Includes cloud and hosting services, collaboration services, educational technologies, network and data centre services, and security services.
Can include design documents, architectural guides, norms and standards, server and system documentation, installation guides, inventories, maintenance contracts, service and repair reports, incident reports, change requests, test plans, test results and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology | Superseded or obsolete | 7 | Destroy | See 3410: Information Technology Security Services |
3430 - IT Infrastructure and Operations Management
Description
Records related to planning, acquisition, development, management, installation and support of network infrastructure, server operations and software solutions that facilitate University functions and activities. Includes cloud and hosting services, collaboration services, educational technologies, network and data centre services and security services.
Can include design documents, architectural guides, norms and standards, server and system documentation, installation guides, inventories, maintenance contracts, service and repair reports, incident reports, change requests, test plans, test results and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology | Superseded or obsolete | 7 | Destroy | See 3410: Information Technology Security Services |
3440 - IT Solutions Management
Description
Records related to acquisition, development, installation, use, maintenance and support of technology solutions, (equipment, hardware, applications and software products) that support the University's administrative, academic and research activities. Implementation of new or enhancement of existing solutions.
Can include inventory lists, purchase requisitions, registration forms, distribution lists, loans, forms, reports of technical difficulties, repairs, software packages and programs, technical records, system documentation, data dictionaries, configuration records, source code, installation guides, user guides, maintenance contracts, change requests, test plans, test results and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology; All responsible units | Disposal or replacement of asset | 7 | Destroy | See 5500: Procurement for procurement records |
3450 - IT Support Services
Description
Records related to technical advice and support offered concerning technology components used throughout the campus. Includes resolution of support inquiries, monitoring and reporting on IT service achievements, and instigation of actions to rectify poor service.
Can include service call tickets, request tickets, problems and associated solution descriptions or documentation, knowledge base documentation and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information Technology | Calendar year end date | 3 | Destroy | See 3140: Unit Procedures, Guidelines and Standards for knowledge items, procedures and guidelines for support staff to offer services |
3500 Access to Information and Protection of Privacy
3510 - Access to Information—Case Files
Description
Records related to individual case files of access to information requests, lawful disclosure and third party consultations.
Can include request documents, forms, reviews, correspondence and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Access to Information and Protection of Privacy Office | File closed date | 5 | Destroy | See 3130: Unit Reports, Studies and Statistics; 3520: Protection of Privacy—Case Files |
3520 - Protection of Privacy—Case Files
Description
Records related to individual case files of privacy complaints, privacy breaches, correction and erasure requests, and impact assessments.
Can include forms, correspondence, reports and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Access to Information and Protection of Privacy Office | File closed date | 10 | Destroy | See 3130: Unit Reports, Studies and Statistics; 3510: Access to Information— Case Files |
3600 Legal Affairs
3610 - Legal Counsel—Case Files
Description
Records related to legal opinions and advice concerning University business (interpretation of laws, regulations, contract reviews and others), as well as records related to legal proceedings and investigations dealt with or submitted to a court of law, administrative tribunal or regulatory agency arguing for or against the University.
Can include legal advice, research on the requested subject, correspondence, pieces of legislation, articles of legislation on the subject under discussion, copies of contracts, legal correspondence and pleadings, statements, demands, directions, subpoenas and notices to appear, order, transcripts, settlements, discharges, rulings and related correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Legal Counsel | File closed date | 15 | Destroy | See 2170: Legal Aid Services—Case Files |
3700 Information Management
3710 - Information Lifecycle Management
Description
Records related to development, revision and application of the information management program and implementation of information management principles and standards across the University.
Can include retention schedules, classification plans, management of vital records, digitization procedures, correspondence, forms, guidelines, procedures, inventories, lists, plans, reports and training materials.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information and Archives Management | Superseded or obsolete | 5 | Send to archives | n/a |
3711 - Information Management Consultation—Case Files
Description
Case files related to consultation services provided to units regarding management of information assets in their custody and control.
Can include correspondence, meeting notes, documentation, recommendations, decisions, assessment and evaluation information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information and Archives Management | File closed date | 5 | Destroy | n/a |
3720 - Semi-Active Information Management
Description
Records related to the lifecycle administration and management of active and semi-active information assets held by the University prior to final disposition, including requests to deposit, consult and retrieve records in storage locations.
Can include inventories, correspondence, forms, box listings, requests, deliveries, tracking logs and authorizations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information and Archives Management | Superseded or obsolete | 5 | Destroy | n/a |
3730 - Information Disposition
Description
Records related to removal of information assets from the responsibility of the University through destruction, transfer, alienation and other means.
Can include forms, certificates, correspondence, listings and authorizations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information and Archives Management | Calendar year end date | 10 | Destroy | See 2510: Archival and Special Collections Holdings Management |
Questions and support
For any questions or additional support regarding the Information Disposition Schedule, please contact [email protected]; additional resources and format of the Schedule are available on our VirtuO page (login required).