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.
2000-Community Relations and Services
Functions and supporting activities codes for classification of records related to services and activities that involve the University community and the public.
Supporting activities
Secondary Copies
2100 Services for the University Community
2110 - Housing Services
Description
Records related to the management and operation of accommodation, residence and housing services offered to students and other community members. Includes records related to individuals occupying University housing services.
Can include policies and regulations, reference bank on facilities available, correspondence, reports, statistics, user and demographic information, rental requests, residence applications, occupant information, contracts and agreements, renewals, departure notices and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Life | File closed date | 7 | Destroy | See 4000: Facilities and Property Management for building maintenance and renovations |
2120 - Food and Catering Services
Description
Records related to management and operation of catering, vending, food and beverage services offered to the University community.
Can include food resource inventory forms, menus, recipes, organization of meals and receptions, cash register rolls, orders, approvals of off-campus caterers, correspondence, copies of agreements and such.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Associate Vice-President, Student Life; Conventions and Reservations | Superseded or obsolete | 3 | Destroy | n/a |
2121 - Conference Services
Description
Records related to provision of campus services and facilities for conferences and events.
Can include correspondence, copies of contracts or agreements, copies of financial records, forms and booking information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Conventions and Reservations | Fiscal year end date | 7 | Destroy | See 3310: University Events |
2130 - Campus Card Services
Description
Records related to the management and administration of University identification and debit campus cards services for members of the University community.
Can include agreements, activity reports, correspondence, promotions, financial transactions, user information and photos.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty or service | Superseded or obsolete | 2 | Destroy | n/a |
2140 - Businesses and Shops
Description
Records related to management and operation of retail and printing services for the University community.
Can include correspondence, financial transactions, inventory, point of sale information, orders, sales, terms and conditions, work orders, and tracking and backup information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty or service | Calendar year end date | 7 | Destroy | n/a |
2150 - Transportation and Parking Services
Description
Records related to management of transportation and parking services.
Can include parking permits, parking sticker receipts, daily parking records, customer lists, payroll deduction lists, reimbursement requests, loss or theft of parking permit declarations, requisitions and invoices for towing infringing vehicles, correspondence, issuing of transit passes, shuttle services and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Parking Services Office of Campus Sustainability | Superseded or obsolete | 7 | Destroy | n/a |
2160 - Health and Psychological Services—Patient Files
Description
Records related to administration and management of patient files of individuals (including students) receiving health and psychological services and care. Includes both paper and electronic medical records. Includes files of patients seeking psychological, health, counselling, physiotherapy, occupational therapy, developmental, psychoeducational and sports therapy services.
Can include patient information, intake and registration forms, health history, notes, test and laboratory results, referral requests, diagnostic information, prescribed care, evaluation reports and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Centre for Psychological Services and Research Responsible faculty or service Student Health and Wellness Centre | Date of last visit, or the day the patient reaches 18 years of age if not yet 18 at time of last visit | Involving sexual violence and/or misconduct: 100 years All other files: 10 years | Destroy | n/a |
2170 - Legal Aid Services—Case Files
Description
Records related to administration of legal consultation services offered to members of the University community as well as the public, through the Community Legal Clinic.
Can include notes of client interactions, interviews, intake forms, eligibility information, client information and legal documents.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Community Legal Clinic | File closed date | 15 | Destroy | See 3600: Legal Affairs for University legal affairs |
2200 Equity, Diversity and Inclusion Services
2210 - Human Rights and Equity Services
Description
Records related to the administration of human rights and equity related programs, including the provision of advice, support and resources in the areas of human rights, accessibility, employment equity, diversity and inclusion, harassment and discrimination, and sexual violence prevention and response.
Can include correspondence, plans, reporting and educational program materials.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Rights Office | Superseded or obsolete | 5 | Send to archives | See 2211: Human Rights and Equity-Case Files for individual consultations; 6120: Governing Bodies for Committee materials |
2211 - Human Rights and Equity—Case Files
Description
Records related to interactions with individuals in relation to responses to human rights and equity complaints, including harassment and discrimination and accessibility, as well as responses to complaints received by the University in relation to sexual violence prevention and response.
Can include forms, notes, correspondence, inquiries reports and letters.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Rights Office | File closed date | Related to sexual violence and/or misconduct: 100 years All other files: 5 | Destroy | See 7630: Labour and Employee Relations Disputes and Grievances—Case Files |
2220 - Ombudsperson Services
Description
Records related to the independent, impartial and confidential services offered to help the University community work towards just, fair and equitable solutions, as well as reporting and investigations conducted by the Office of the Ombudsperson.
Can include reporting, training and awareness materials, notes and advice.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Ombudsperson | Calendar year end date | 5 | Destroy | See 3130: Unit Reports, Studies and Statistics for annual reports |
2221 - Ombudsperson—Case Files
Description
Records related to inquiries and responses conducted by the Office of the Ombudsperson.
Can include complaints, forms, notes, decision letters and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Ombudsperson | File closed date | Related to sexual violence and/or misconduct: 100 years All others: 2 | Destroy | n/a |
2230 - Indigenous Resources Management
Description
Records related to planning, development, implementation and management of programs, services and resources made available to Indigenous community members.
Can include plans, reports, correspondence and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Mashkawazìwogamig Indigenous Resource Centre Office of Indigenous Affairs | Academic year end date | 5 | Send to archives | n/a |
2231 - Indigenous Resources—Case Files
Description
Records of interactions with individuals seeking services provided by the Indigenous Resources Centre, including academic guidance, counselling, peer support and mentoring, and consultations with elders or traditional knowledge keepers.
Can include correspondence, forms, notes and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Mashkawazìwogamig Indigenous Resource Centre | File closed date | 5 | Destroy | See 9411: Student Support Services—Case Files for other student support services |
2300 Recreation and Athletics
2310 - Recreation Programs Management
Description
Records related to management of recreational programs offered to the University community and the public, including camps, intramurals and instructional programs.
Can include records of planning and promotion of programs, program descriptions, participation statistics and program guides.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Superseded or obsolete | 5 | Send to archives | n/a |
2311 - Recreation Activities Membership
Description
Records related to administration of membership for recreational services to the University community and the public.
Can include user information, registration forms, master registration sheets, user files, evaluation forms, and training and monitoring forms.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Last administrative action / account inactive | 3 | Destroy | n/a |
2320 - Varsity Sports Management
Description
Records related to management of varsity sports activities and varsity teams. Includes recruitment and evaluation of prospective student-athletes.
Can include records documenting relations with athletic associations and organizations, news releases, stories, annual statistics, eligibility criteria, and performance and tracking of current student athletes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Calendar year end date | 7 | Send to archives | n/a |
2330 - Sports Teams and Clubs
Description
Records related to administration of University sports teams and clubs, including varsity athletics.
Can include coach identification, game schedules, game results and analyses, statistics, recordings of games, photographs, artifacts, player lists, promotional material, and records documenting relations with U Sports and other interuniversity athletics associations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Calendar year end date | 5 | Send to archives | n/a |
2340 - Student-Athlete Member Files
Description
Case files on individual student-athletes participating in sports teams and clubs.
Can include contracts, agreements, identification information, acknowledgment and consent forms, eligibility certificates, photos, and monitoring of academic and athletic performance.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Graduation / student no longer enrolled | 10 | Destroy | See 2160: Health and Psychological Services—Patient Files |
2350 - Sports Championships, Tournaments and Recognition Events
Description
Records related to administration of sports-related championships, tournaments and recognition events for University athletes, teams and clubs.
Can include records related to events such as induction into sports halls of fame, athletic banquets, lists of inductees, statistics, recordings, results and analyses of championships and tournaments, and artifacts.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Recreation | Calendar year end date | 5 | Send to archives | See 7730: Recognition Programs Management for employee recognition programs; 9440: Student Recognition Programs |
2400 Community Relations
2410 - Community Engagement Activities
Description
Records related to administration of social, cultural or sports activities and projects organized or held by the University that the general public is invited to attend or participate in. Includes activities such as campus tours, public lectures, camps for children and youth, and charitable activities.
Can include agreements, activity reports, descriptions of organizations, programs and events, registration forms, master registration sheets, meeting minutes, budgets, correspondence, proposals and publicity.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty or service | Calendar year end date | 5 | Send to archives | See 2610: Fundraising Campaigns and Programs; 3310: University Events; 4471: Insurance Claims Managements; 3610: Legal Counsel—Case Files for litigation |
2500 Archives, Libraries, and Galleries Holdings Management
2510 - Archival and Special Collections Holdings Management
Description
Records related to acquisition and management of archival and special collections holdings.
Can include accession forms, appraisals, donation agreements, processing files, listings, descriptions and finding aids, correspondence, and preservation and conservation activities.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Information and Archives Management Archives and Special Collections CRCCF | Superseded or obsolete | 2 | Send to archives | n/a |
2520 - Archives and Special Collections Reference Services
Description
Records related to the archival and special collections reference services provided to the University community and the public. Includes reading room reference services, online reference services and reproduction services.
Can include research reference files, correspondence, reference supporting documentation, reproduction procedures, registration forms, loan agreements, display agreements and letters of permission.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Information and Archives Management Archives and Special Collections CRCCF | File closed date | 3 | Destroy | See 8342: Intellectual Property Permissions and Use |
2530 - Reference Library Collection Development and Management
Description
Records related to the acquisition, development and management of reference library collections, knowledge systems and subscriptions that support teaching, learning and research.
Can include inventory listings of active and permanently removed items, catalogue information, acquisition files, processing files, coding indexing, metadata information, subscription renewals, licences, correspondence with vendors, agreements and order tracking.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| University of Ottawa Library | Superseded or obsolete | 7 | Destroy | Community Engagement Activities |
2540 - Reference Library Services
Description
Records related to administration of library reference, research, instructional, access and circulation services offered to the University community and the public.
Can include consultation requests, reservations management, allocation and booking of rooms, reproduction services, control of loans, patron information, fines management, circulation files, consultation requests, information literacy services, courses and workshops.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| University of Ottawa Library | End of calendar year | 3 | Destroy | See 8310: Research Support Services for Research Data Management Services |
2550 - Art Gallery Collection and Catalogue Management
Description
Records related to the acquisition, development and administration of University-affiliated art gallery collections.
Can include acquisition files, monetary appraisals, consultation authorizations, donation agreements, correspondence with vendors, artists and curators, inventories, reports and conservation files.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty of Arts | Superseded or obsolete | 5 | Send to archives | See 4220: Movable Assets and Materials Management for University-owned works of art |
2560 - Art Gallery Exhibition Management
Description
Records related to development and administration of University art gallery programming, projects and exhibitions.
Can include artist files, curator files, budgets, grants, communications, contracts and loan agreements, reports, installation notes, lists of works, publications, shipping, signage, descriptions and guest information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty of Arts | File closed date | 5 | Send to archives | n/a |
2600 Advancement and Alumni Relations
2610 - Fundraising Campaigns and Projects
Description
Records related to organization, co-ordination, administration and implementation of development activities, such as fundraising campaigns and giving programs, aimed at raising funds for the University.
Can include campaign kits, plans, statistics, reports, budgets, copies of award approvals, honorary degree recipient information (copies), correspondence, donation history, financial information, gift agreements, press releases and proposals.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Vice-President, Advancement Responsible faculty or service | File closed date | 7 | Send to archives | See 5310: Funds Management for financial management of funds; 5320: Investment Management for investment of endowments |
2620 - Donor and Potential Donor Engagement
Description
Records related to the organization, co-ordination, administration and implementation of activities fostering relationships with donors and potential donors.
Can include correspondence, reports, templates, solicitation letters, donor lists, prospect tracker reports, profiles, lists of potential donors and profile analysis, risk analyses, environmental scans and reference documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Vice-President, Advancement Responsible faculty or service | Superseded or obsolete | 5 | Destroy | See 2630: Donor Relations—Case Files for individual donor profiles |
2630 - Donor Relations—Case Files
Description
Records related to the relationship between the University and individual donors, as well as donors’ gift proposals, gift history and interactions with the University. Includes contact information, educational and work history, biographical details, reports on philanthropy and relationships between individuals.
Can include correspondence, reports, pledges, donation agreements, payment plans, use of funds, naming rights, supporting documentation, proof of payment, copy of financial statements and forms.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Vice-President, Advancement | Death of individual; organization ceasing to exist | 7 | Send to archives | See 2620: Donor and Potential Donor Engagement |
2640 - Fund and Gift Stewardship
Description
Records related to stewardship of endowments and trust funds, including the establishment of funds, fund terms and conditions, addendums to the terms, disbursement of funds, investment of the principal, and history and background information and donor reporting.
Can include donation and fund agreement, terms of establishment of the fund, terms addendums, supporting documentation, correspondence, copies of financial statements, forms and memorandums of understanding.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Vice-President, Advancement | File closed date | 10 | Send to archives (Send terms of reference, terms agreements, addendums and memorandums of understanding of endowments.) | See 5310: Funds Management for financial management of funds; 5320: Investment Management for investment of endowments |
2641 - Gift Processing
Description
Records related to administration and processing of planned gifts, pledges, cash donations and gifts-in-kind to the University.
Can include charitable receipts and letters, forms, communications, correspondence, source documents, agreements, terms, memorandums of understanding, reports, records of contributions, proof of payment and appraisals.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Gift Processing | File closed date | 10 | Destroy | See 5180: Regulatory Financial Reporting |
2650 - Alumni Relations
Description
Records related to the ongoing relationship between the University and its alumni, family and friends of its alumni, volunteers and campus community. Includes planning and administration of alumni associations, awards and grants, programs, engagement events and services (e.g., library, courses, mentoring) to promote involvement in and support for the University by its alumni.
Can include agreements, budgets, correspondence, engagement strategy, membership, mailing lists, plans, promotional material, proposals, photos, reports and minutes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Alumni Engagement Responsible faculty or service | Calendar year end date | 10 | Send to archives | See 2651: Alumni Profiles—Case Files; 6120: Governing Bodies for minutes of the Alumni Association |
2651 - Alumni Profiles—Case Files
Description
Case files of individual alumni, their activities and their relationship and engagement with the University.
Can include correspondence, demographic and biographical information, contact information, educational and work history, donation history, donor relations information (e.g., impact reports), interests, legal opinions, life insurance policies, named fund contact information, news items, next-of-kin information, pledge cards, pre-authorized chequing information, relationship management, restriction codes, copies of wills, MOUs and agreements and related gift information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Vice-President, Advancement Responsible faculty or service | Death of individual | 10 | Send to archives | n/a |
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).