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.
4000-Facilities and Property Management
Functions and supporting activities codes for organization and storage of records concerning campus infrastructure, space management, building maintenance and physical assets.
Supporting activities
Secondary Copies
4100 Real Estate Management
4110 - Campus Planning
Description
Records related to planning, design and development of the University campus.
Can include master plans, objectives, benchmarking and surveys, land appraisals, landscape planning, needs analyses, plans and drawings, proposals and space inventories.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Asset Management, Planning and Real Estate Development | Superseded or obsolete | 10 | Send to archives | n/a |
4120 - Real Property Management
Description
Records related to planning, review and approval of the acquisition, leasing and disposal of land, structures and buildings. Includes management of individual properties (building files).
Can include proof of purchase, donation and transfer, appraisals, topographical information, architectural layout, expropriations, negotiations, deeds, agreements, maps, shop drawings, as-built plans, fire safety plans, notes, photographs, records of title, correspondence and receipts.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Asset Management, Planning and Real Estate Development | As long as current or disposal or replacement of asset | 10 | Send to archives | n/a |
4130 - Major and Capital Projects—Case Files
Description
Records related to the planning, design and implementation of major and capital construction and renovation projects.
Can include proposals, plans, specifications, permits, designs, inspection reports, models, correspondence, sketches, studies, evaluations, drawings, estimates, change orders, contracts, certificates, requisitions and as-built plans.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Construction | Project completion date | 7 | Send to archives | n/a |
4140 - Minor Construction and Renovations Projects—Case Files
Description
Records related to planning, design and implementation of minor construction and renovation projects, including minor or cosmetic renovations and alterations.
Can include requests, approvals, estimates, scope of work, reports, inspections, correspondence, room reconfigurations, signage and space alterations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Construction | Project completion date | 7 | Destroy | n/a |
4200 Facilities Operations
4210 - Maintenance and Repair
Description
Records related to management of maintenance and repair services for buildings, equipment, systems and spaces.
Can include standards, agreements with third-party services, contracts, inventory, reports, inspections, correspondence, logs, materials lists, plans, layouts, specifications, maintenance schedules, tests, estimates and work descriptions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Operations | Superseded or obsolete | 7 | Destroy | See 4211: Internal Maintenance and Repair Requisitions |
4211 - Internal Maintenance and Repair Requisitions
Description
Records related to requests and work orders for regular maintenance and repairs of buildings, equipment, systems, and spaces, such as cleaning, painting, carpentry and minor repairs.
Can include caller information, details of issues, correspondence, logs, work orders, forms and time sheets.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities—Operations | Project completion date | 2 | Destroy | See 4140: Minor Construction and Renovation Projects—Case Files |
4220 - Movable Assets and Materials Management
Description
Records related to inventory, administration, usage, maintenance, repair and disposal of movable assets, equipment, materials, furniture and supplies.
Can include technical records, manuals, instruction books, warranties, contracts, rental agreements, inventory reports, listings, location information, certificates, correspondence, maintenance schedules and information, inspection reports and logs.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities All responsible units | Superseded or obsolete | 3 | Destroy | See 4311: Hazardous Materials Management; 5150: Capital Asset Management for financial or accounting records (Financial) |
4230 - Fleet Management
Description
Records related to management of fleet vehicles for the University.
Can include ownership files, permits, plate information, insurance information, registration and licensing, lists, inventories, inspection reports, maintenance schedules and reports, accident reports, declarations, logs and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities; All responsible units | Disposal or replacement of asset | 3 | Destroy | n/a |
4240 - Distribution and Delivery
Description
Records related to management of distribution and delivery services for the University, including internal and external mail, couriers, shipping, delivery, distribution and dispatch of materials.
Can include correspondence, proof of delivery, delivery orders, logs, packing slips, delivery slips, customs declarations, dispatch notices, postage reports and bills.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities; All responsible units | Calendar year end date | 2 | Destroy | n/a |
4250 - Facilities and Space Usage
Description
Records related to administration of temporary usage, rental and booking of University academic and non-academic facilities and spaces by internal and external clients.
Can include requests, schedules, lists, forms and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Facilities; All responsible units | Calendar year end date | 3 | Destroy | n/a |
4300 Environmental Health and Safety
4310 - Environmental Management
Description
Records related to planning, monitoring and administration of the environmental management program at the University. Includes monitoring and maintaining compliance, investigating non-compliance, and developing strategies to comply with municipal, provincial and federal regulations concerning environmental management.
Can include inspection reports, inventories, data sheets, manuals, certifications, plans, tracking documents, logs, requests, tests and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Health, Safety and Environmental Management | Superseded or obsolete | 10 | Destroy | See 4311: Hazardous Materials Management; 4312: Radiation Safety; 4313: Leak Test Monitoring |
4311 - Hazardous Materials Management
Description
Records related to storage, use, transfer, receipt and disposal of hazardous, chemical or biomedical materials, controlled goods, substances or waste.
Can include requests, certificates, correspondence, reports, supporting documents, security assessments, records of transfers, receipts and dispositions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Health, Safety and Environmental Management | Disposal date /No longer registrant | 10 | Destroy | See 4312: Radiation Safety |
4312 - Radiation Safety
Description
Records related to the planning, development and administration of the Radiation Safety Program for the University, ensuring employees can safely perform their duties and compliance with the Canadian Nuclear Safety Commission (CNSC) Nuclear Safety and Control Act (NSCA) and its regulations.
Can include licence information, permit information, logs, forms, correspondence, reports, inspections, training information, tracking sheets, certificates of destruction, summaries, authorizations and shipping documents.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Chief Risk Officer Internal radioisotope permit holder unit | Expiry of CNSC licence or permit | 3 | Destroy | See 6120: Governing Bodies for Radiation Safety Committee materials; 4350: Workplace Injuries and Incidents—Case Files for exposure records |
4313 - Leak Test Monitoring
Description
Records related to leak test monitoring as part of the Radiation Safety Program.
Can include correspondence, logs, testing records and procedures.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Internal radioisotope permit holder unit; responsible faculty or service | Calendar year end date | 3 | Destroy | n/a |
4320 - Health and Safety Training
Description
Records related to the planning, development and implementation of health and safety-related training for the University community to ensure the workers assigned to tasks can do so safely and efficiently while being less likely to be injured while performing the task.
Can include guides, attendance reports, tests, certificates, correspondence, supporting documentation, training materials, WHMIS training, violence prevention, lab safety, awareness training and tracking documents.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Health, Safety and Environmental Management | Calendar year end date | 5 | Destroy | n/a |
4330 - Sustainability Program
Description
Records relating to planning, development and implementation of the Campus Sustainability Program for the preservation of natural and architectural heritage and biodiversity, reduction of uOttawa's ecological footprint, and recovery and recycling of goods, equipment, materials and supplies.
Can include mobility plans, waste reduction programs, urban agriculture, guidelines and procedures, advertising, inventory lists, correspondence and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of Campus Sustainability | Superseded or obsolete | 10 | Send to archives | n/a |
4340 - Occupational Health and Safety
Description
Records related to planning, development and implementation of the University’s Occupational Health and Safety Program. Includes activities that support the University's compliance with the Ontario Occupational Health and Safety Act, its regulations and associated legislation.
Can include prevention of workplace accidents and violence, prevention of hazardous work environment, posters, manuals, certifications, registration, supporting documentation, correspondence, inspection reports, advice and guidance.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Health, Safety and Environmental Management Responsible faculty or service | Superseded or obsolete | 5 | Destroy | n/a |
4350 - Workplace Injuries and Incidents—Case Files
Description
Records related to individual incidents of workplace injury, illness, exposure, incidents, accidents or near misses by University employees during their working hours and by students while on placements.
Can include forms, investigations, notes, correspondence, letters, insurance information, copies of medical reports, tests and results.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Health, Safety and Environmental Management | File closure date or involved minor(s) reaching age of majority, whichever happens later | 40 | Destroy | n/a |
4400 Risk and Security Management
4410 - Enterprise and Disruptive Risk Management
Description
Records related to planning, development and administration of the University’s enterprise and disruptive risk management programs. Includes hazard identification and risk analysis, contingency planning, critical infrastructure planning, emergency notification, recovery planning, awareness and preparedness.
Can include plans, correspondence, training, reports, analysis, recommendations, notes, schedules and manuals.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Chief Risk Officer | Superseded or obsolete | 10 | Destroy | See 3130: Unit Reports, Studies and Statistics; 3140: Unit Procedures, Guidelines and Standards |
4420 - Business Continuity and Emergency Response
Description
Records related to planning and administration of business continuity and emergency response plans for individual units. Includes impact analyses and creation of business continuity plans, as well as related training and exercises conducted by each University unit.
Can include plans, correspondence, schedules, logs, notes, procedures and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units Office of the Chief Risk Officer | Superseded or obsolete | 2 | Destroy | n/a |
4430 - Fire Safety
Description
Records related to planning, development and implementation of fire safety programs at the University aimed at checking, inspecting and testing fire safety devices, and fire drills conducted on campus.
Can include schedules, test reports, corrective measures, procedures, logs, correspondence, notes and drawings.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Protection Services | Superseded or obsolete | 2 | Destroy | See 4210: Maintenance and Repair for tests of Systems; 4120: Real Property Management for Fire Safety Plans |
4440 - Campus Security
Description
Records related to planning and administration of prevention and security measures protecting University members, grounds, buildings and systems. Includes campus surveillance and patrols.
Can include guarding programs and reports, emergency measures, evacuation plans and drills, organization and training of incident response teams, control of lost and found objects, security systems (fire protection, alarm system, electronic surveillance), biosecurity, daily patrol notebooks, logs and surveillance footage.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Protection Services | Superseded or obsolete | 2 | Destroy | See 4450: Incident Response and Investigation—Case Files |
4450 - Incident Response and Investigation—Case Files
Description
Records related to the response to and investigations of minor and major security and criminal incidents reported to Protection Services.
Can include call information, investigation report, notes, surveillance recordings, evidence logs, statements, testimonies, supporting documentation and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Protection Services | File Closed Date | Involving sexual violence and/or misconduct: 100 years All other cases: 25 years | Destroy | See 3130: Unit Reports, Studies and Statistics |
4460 - Access Management
Description
Records related to management of facility access. Includes issuing, monitoring and tracking of daily access through central control systems, keys, access cards and codes.
Can include lock or hardware alterations, work requests, logs, lists, audits, authorizations, registers and registrations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Protection Services Responsible faculty or service | As long as current | 2 | Destroy | See 4450: Incident Response and Investigation—Case Files for investigations into alarm reports or unauthorized access; 2130: Campus Card Services |
4470 - Insurance Services
Description
Records related to planning, administration and management of insurance coverage for the University. Includes vehicle, property, liability, theft, fire and specialty insurance coverage.
Can include contracts and amendments, plan or policy details, lists of insured, renewals, premium notices, receipts, invoices, broker agreements and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Chief Risk Officer | End of agreement date | 10 | Destroy | See 4471: Insurance Claims Management; 7500: Employee Benefits for group insurance and benefits programs |
4471 - Insurance Claims Management
Description
Records related to reporting, acceptance, adjusting, co-ordination and settlement or closure of liability of all insurance claims.
Can include claim information, incident reports, correspondence, financial information, settlement information, letters and copies of documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the Chief Risk Officer | File closed date, or involved minor(s) reaching the age of majority, whichever happens later | 15 | Destroy | See 3610: Legal Counsel—Case Files for claims leading to litigation |
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).