U of M Common Records Schedule

The University of Manitoba's Common Records Schedule has been designed to ensure that all departments across the University classify and retain their common administrative records in a way that ensures operational effectiveness and consistency across the organization.

If your unit currently has custom-created records authority schedules, please contact the Access and Privacy Office to review your schedules. Some custom records authority schedules can be replaced by the new common records schedules.

Click here to download a PDF version of the Common Records Schedule, or follow the menu selections on the right hand-side of the screen to find detailed descriptions of the series, the retention periods and custom-built Requisition to Destroy Records (RDR) forms and Requisition to Transfer Records (RTR) forms.

These documents are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559 for more information.

If your unit has records that do not fall within the common records schedule, please contact the Access and Privacy Office to set up an appointment to review your forms and set up an appropriate records authority schedule.

Overview of the Common Records Schedule

Holds on Records Destruction

Issues Concerning Electronic Records

Access to Information Requests, FIPPA and PHIA


Last Updated: October 25, 2017























Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs