The University of Manitoba Common Records Schedule is now available online. The 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 firstname.lastname@example.org, or 204-474-7559.
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.
The Common Records Schedule of the University of Manitoba is designed to ensure that all departments classify and retain their common administrative records in a way to ensure operational effectiveness and consistency across the organization. All outlined retentions have been designed to meet business requirements for the records, as well as balance any retention requirements stipulated by legislation or external regulations. These retentions apply to records in any format, including paper, digital, audio visual or magnetic tape, and all other available formats.
Please note that these Common Records Schedules only apply to routine administrative records found in most offices across the University. For many specific functions, a key office is considered the Office of Record and they will be responsible for the full retention of the official record, even if copies exist elsewhere.
You may also create unique records in your area that do not fall under these guidelines. The Access and Privacy Office will work directly with all records creators to develop Records Authority Schedules to meet all records requirements for materials that fall outside the Common Records Schedule. Please contact the Access and Privacy Office for further information.
Occassionally there may be a requirement to temporarily hold the regular destruction of records. Reasons for holds include pending litigation, ongoing access to information requests, audits, or even unique or extended projects. You will receive notification from the relevent office should there be a need to hold certain records from your office. Please contact the Access and Privacy Office for further information.
While the following retentions and classification apply to all records, electronic records may have unique characteristics that impact storage and transfer. It may be beneficial to the creating office, as well as Archives, to transfer these records shortly after their creation rather than waiting a few years in order to ensure ongoing preservation. Please contact the Access and Privacy Office for further information.
All University business records series that have been designated as likely to contain personal information, personal health information, information pertaining to third parties or any other information that is relevant to the specific exceptions under The Freedom of Information and Protection of Privacy Act (FIPPA), or The Personal Health Information Act (PHIA), may only be accessed under the Acts. This includes records that have been transferred to the Archives. Please contact the Access and Privacy Office for further information.
Issued: February 2014
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