About the RRS Update

As part of the mandate of the Information, Privacy and Records Management Office (IPRMO), the office provides a single, organization-wide source for consistent, function-based records management procedures and guidance.

A major component of this centralization is the creation of a centralized Records Retention Schedule (RRS). A Records Retention Schedule is a listing of types of official records that defines the period for which they must be retained and the action of all records of that type at the end of their lifecycle (see the IPRMO Glossary).

A unified RRS is crucial for consistency across departments, compliance with current policies and legislation, and clarity of records management expectations in all units of the University. A unified RRS additionally allows us to leverage a more structured information environment for potential automation of information flows.

Development Process

While the project is aiming to streamline records management, it is not intended to create significant change to current processes and operations. To ensure that the centralized approach is effective, usable, and maintainable, there are a number of steps involved in the process. These include:

• Reviewing legacy materials and processes
• Analyzing information flow across the organization
• Reviewing system capabilities and limitations
• Performing legal research
• Standardizing and simplifying rules, where possible
• Education and training

While we are working diligently to update schedules for every faculty and department, this process takes time. We appreciate patience and cooperation during this development phase to ensure the process continues to move smoothly.

Development Timeline - Records Series

The RRS is divided into Series which contain a functional grouping of Record Categories.

The Administration series was published in Fall 2025, and contains records that are frequently found in all areas of the University. This section is therefore designed to be universal. You can begin applying these retention rules to your office’s common administrative files immediately, and the guidance in the RRS should supersede any legacy retention schedules that were not approved by the legacy University Records Office.

The development of other records series is underway. Additional series that are planned for the centralized RRS may include, but are not limited to (in no particular order):

• Teaching & Learning
• Campus Services
• Research Administration
• Information Management and Technology
• Asset Management
• External Relations
• Financial Management
• Human Resources

Note that work has not begun on all series. Relevant units across the organization will be contacted for input and collaboration for relevant categories.