ALGONQUIN COLLEGE
Physical Resources Department
DIRECTIVE / ORIGINATOR:
Physical Resources Strategic Leadership Team
APPROVED BY:
______
H. M. Rushton, Director
# OP 08: File Retention Policy (draft)
EFFECTIVE:
May, 2005

POLICY

Physical Resources recognizes its obligation to maintain the integrity of Department and College intellectual property by retaining all official business records/files, in safe keeping, for as long as is required by the various filing authorities. Physical Resources Department is also committed to developing a centralized departmental document management system that will ensure departmental records/files are effectively maintained in a location that is easily accessible, retrievable and purged, as required.

PROCEDURES

Roles & Responsibilities:

All Physical Resources Department Managers have agreed to the file/document retention obligations listed in # 2 below;

It is the responsibility of the respective Team Manager to ensure that the file retention requirements for the operations of their respective service team are correctly identified;

The Team Manager and a member of the Client Support Team will locate and label the file locations in your respective area of operation (as per the detail in the spreadsheet to be attached);

A member of the Client Support Team representative will purge your files, as required (as per the detail in the spreadsheet to be attached).

Physical Resources File Retention Obligations:

All official Department business records/files must be retained for a specific period, as outlined in the Table below:

Table #1 – File Retention Periods

Type of Files to be Maintained / Files Retention Period / File Authority
1 / Projects (both fiscal & multi-year) / 7 Years / Revenue Canada
2 / Legal Leases / 10 Years / Finance
3 / Technical Audits & Reports / Indefinitely / Department - Facilities Planning & Development
4 / Building Records of Design, Construction and Renovations / Indefinitely / Municipal & Provincial Authorities
5 / Departmental Operating Expenses / Current Year
+ 2 Years / Department
6 / Temporary Time Sheets (signed), CSEP Payroll top-ups & hours worked report to Students’ Association / 7 Years / Revenue Canada
7 / Leave (HRIS) & Overtime Forms / 7 Years / Revenue Canada
8 / Overtime Payroll (signed)
Originals are sent to Finance / Current Year
+ 2 Years / Department
9 / Sign-in Sheets (Daily) / 7 Years / Human Resources
10 / Utilities (Copies only)
Originals are sent to Finance / 7 Years / Department (FOMs)
11 / Contracted Services Reports / 5 Years / Technical Safety Standards Authority
12 / Closed Corrective & Preventive Maintenance Plant Work Orders / 5 Years / Technical Safety Standards Authority
13 / College Accident Reports / Indefinite / Department - Safety
& Security Team
14 / OH&S Inspection Reports / 7 Years / Occupational Health & Safety Act
15 / Material Safety Data Sheets / Indefinite / Department - Safety
& Security Team
16 / Department Operational Files / Various Timelines / Department Service Teams
17 / Fire Hydrant Inspections / 5 Years / Municipal Authority

Att.