| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
Notional budget allocations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
Annual Reference Level Updates (ARLU) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
TB confirmation of funding adjustments (e.g. TB submissions, collective agreement adjustments, frozen allotments, budget reductions, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
Carry forward estimate |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
Current year forecasts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop notional budget allocations |
Integrated planning package |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct operational planning |
N/A |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop revenue budget |
Revenue budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop revenue budget |
Analysis of historical and current revenue information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop revenue budget |
Revenue assumptions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop revenue budget |
Updated revenue information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Operating Budget |
Operating budget: Operating assumptions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Operating Budget |
Operating budget: Non-salary operating budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Operating Budget |
Operating budget: Salary budget; including capitalized salary |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Operating Budget |
Operating budget: Operating budget pressures and surpluses |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Transfer Payment Budget |
Transfer payment budget: Transfer payment assumptions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Develop Transfer Payment Budget |
Transfer payment budget pressures and surpluses |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Planning and Budgeting |
N/A |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Capital Asset Lifecycle Planning and Budgeting |
Capital asset lifecycle plan and budget: Asset assessment results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Capital Asset Lifecycle Planning and Budgeting |
Capital asset lifecycle plan and budget: Analysis of capital asset lifecycle requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Capital Asset Lifecycle Planning and Budgeting |
Capital asset lifecycle plan and budget: Validated capital asset lifecycle requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Acquired Services Planning and Budgeting |
Acquired services plan and budget : Historical acquired services actual expenditures |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Acquired Services Planning and Budgeting |
Acquired services plan and budget : Estimate of other acquired services requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Acquired Services Planning and Budgeting |
Acquired services plan and budget : Summary of capital asset lifecycle acquired services requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Acquired Services Planning and Budgeting |
Acquired services plan and budget : Summary of project portfolio acquired services requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Portfolio Planning and Budgeting |
Project portfolio plan |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Portfolio Planning and Budgeting |
Project portfolio budget: Budget allocation for in-progress projects |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Portfolio Planning and Budgeting |
Project portfolio budget: Budget allocation for new approved projects |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Portfolio Planning and Budgeting |
Project portfolio budget: Estimated budget allocation for validated potential projects |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Conduct Project Portfolio Planning and Budgeting |
Project portfolio budget: Approval by Investment Management Governance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Update Internal Investment Plan and Budget |
Updated internal investment plan and budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: internal investment plan and budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: operating plan and budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: revenue budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: transfer payment budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: Drafts which contain substantial changes not reflected in the final information resource |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: Consolidated pressures and surpluses |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Planning and Budgeting — Consolidate and Approve plans and budgets |
Approved consolidated budgets for: Approved budget allocations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Initiate Forecasting and Budget Review |
Integrated Year to date (YTD) review and forecast instructions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Initiate Forecasting and Budget Review |
Year to date (YTD) financial results and performance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze revenue financial results and develop forecast |
Total annual revenue forecast (includes forecast and relevant changes in operations, risks, uncertainties and assumptions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze revenue financial results and develop forecast |
Supporting documentation which may include: Comparison of Year to date (YTD) results to budget and comparative period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze revenue financial results and develop forecast |
Supporting documentation which may include: Revenue variance analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze revenue financial results and develop forecast |
Supporting documentation which may include: Information to support revisions to revenue forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze revenue financial results and develop forecast |
Supporting documentation which may include: Year to date (YTD) Revenue and forecast analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Operating Financial Results and Develop Forecast |
Comparison of Year to date (YTD) results to budget and comparative period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Operating Financial Results and Develop Forecast |
Operating budget variance analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Operating Financial Results and Develop Forecast |
Information to support revisions to operating forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Operating Financial Results and Develop Forecast |
Total annual operating forecast (includes forecast, pressures and surpluses, as well as relevant changes in operations, risks, uncertainties and assumptions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Operating Financial Results and Develop Forecast |
Operating expenditure and forecast analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze transfer payment financial results and develop forecast |
Comparison of Year to date (YTD) results to budget and comparative period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze transfer payment financial results and develop forecast |
Transfer payment variance analysis and explanations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze transfer payment financial results and develop forecast |
Information to support revisions to transfer payment forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze transfer payment financial results and develop forecast |
Total annual transfer payment forecast (includes forecast, pressures and surpluses, as well as relevant changes in operations, risks, uncertainties and assumptions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze transfer payment financial results and develop forecast |
Transfer payment expenditure and forecast analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Capital Asset Financial Results and Develop Forecast |
Comparison of Year to date (YTD) results to budget and comparative period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Capital Asset Financial Results and Develop Forecast |
Capital asset variance analysis and explanations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Capital Asset Financial Results and Develop Forecast |
Information to support revisions to capital asset forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze Capital Asset Financial Results and Develop Forecast |
Total annual capital asset forecast (includes forecast, pressures and surpluses, as well as relevant changes in operations, risks, uncertainties and assumptions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze project financial results and develop forecast |
Comparison of Year to date (YTD) results to budget and comparative period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze project financial results and develop forecast |
Project variance analysis and explanations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze project financial results and develop forecast |
Information to support revisions to project forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze project financial results and develop forecast |
Total project forecast by fiscal year (includes forecast, pressures and surpluses, as well as relevant changes in operations, risks, uncertainties and assumptions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze project financial results and develop forecast |
Project expenditure analysis and forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze performance results |
Year to date (YTD) performance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze performance results |
Performance indicators |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Analyze performance results |
Analysis of Year to date (YTD) performance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Budgeting assumptions and constraints (e.g. carry forward limitations) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Integrated financial and performance report (includes Year to date (YTD) analysis, forecasts, pressures, surpluses and risks) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Proposed actions to be taken (e.g. budget re-allocations, risk mitigation strategies) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Information to support update to plans (e.g. revised budgets, revised prioritization of activities, performance indicators) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Approved revised plans |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Proposed budget re-allocations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Consolidate, review and challenge results and forecasts |
Proposed departmental funding adjustments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Review and action budget reallocations |
Approved budget re-allocation request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Forecasting and Budget Review — Review and action budget reallocations |
Approved revised budget |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Manage departmental chart of accounts |
Departmental chart of accounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Receiver General release notes |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Request to create, update or suspend an account code |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Supporting documentation for validation of request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Acceptable parameter-related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Financial coding block requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Initiate request to create, update or suspend an account code |
Related supporting documentation proposed and historical transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Create or Update an Account Code |
Approved request and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Create or Update an Account Code |
Other independent sources of data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Create or Update an Account Code |
Memo or email to inform requestor (including reason for refusal) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Analysis of account code |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Impact assessment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Account balance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Report for outstanding invoices and commitments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Anticipated transactions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Approval to suspend account code |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Process Request to Suspend an Account Code |
Memo or email to inform requestor (including reason for refusal) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Carry Out the Request to Create, Update or Suspend an Account Code |
Communication to appropriate parties |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Carry Out the Request to Create, Update or Suspend an Account Code |
Completed action |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Plan Periodic Review |
Approved planning document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Plan Periodic Review |
Departmental periodic review risk assessment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Plan Periodic Review |
Stakeholder comments and feedback on chart of accounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Implement Periodic Review |
Periodic review risk assessment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Implement Periodic Review |
Receiver General exception and error reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Implement Periodic Review |
Extracts and reports from the chart of account database and other documentation from chart of account stakeholders |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Departmental Chart of Accounts — Implement Periodic Review |
Documented results and analysis from the periodic review |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Financial and Spending Authorities Delegation Instrument |
Requirement to review current delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Financial and Spending Authorities Delegation Instrument |
Results of the annual review of delegated financial and spending authorities |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Financial and Spending Authorities Delegation Instrument |
Memorandum of Understanding between departments or other circumstances where financial authorities are delegated |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Financial and Spending Authorities Delegation Instrument |
Approved revised financial and spending authorities delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Human resource requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Ad-hoc requirement to create, change, or suspend or remove authorities delegated to incumbents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Proposed changes to specimen signature documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Completed specimen signature document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Training logs and records |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Approved financial and spending authorities delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Maintain Authorities Delegated to Incumbents |
Completed financial and spending signing authority request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Proposed changes to delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Proposed changes to specimen signature documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Proposed changes to processes for maintaining delegation of financial and spending authorities |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Plan to review delegated financial and spending authorities |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Delegated financial and spending authorities review results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Delegation of Financial and Spending Authorities — Perform Annual Review of Delegated Financial and Spending Authorities |
Approved delegation instrument |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine Requirements |
[Procurement process (not payment) documents] |
N/A |
See Acquisition Services GVT |
| Financial Management |
Manage Procure to Payment — Determine Requirements |
[Procurement process (not payment) documents for contracts over $10,000, if record supports proactive disclosure] |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Delegation documents/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Delegation documents/proof of authorization - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Requisition description, type of good/service, estimated cost, quantity, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Requisition description, type of good/service, estimated cost, quantity, etc.) - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Financial coding (authority, object, sub-activity, responsibility centre, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Determine/Exercise Expenditure Initiation Authority |
Financial coding (authority, object, sub-activity, responsibility centre, etc.) - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Verify Unencumbered Balance |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Verify Unencumbered Balance |
Commitment authorization - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Commitments |
Commitment record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Commitments |
Commitment record - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Contracts |
[Contracting Services documentation or support documentation] |
N/A |
See Acquisition Services GVT |
| Financial Management |
Manage Procure to Payment — Manage Contracts |
[Contracting Services documentation or support documentation for contracts over $10,000, if record supports proactive disclosure] |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Administer Contracts and Deliverables |
[Contracting Services documentation or support documentation] |
N/A |
See Acquisition Services GVT |
| Financial Management |
Manage Procure to Payment — Administer Contracts and Deliverables |
[Contracting Services documentation or support documentation for contracts over $10,000, if record supports proactive disclosure] |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Invoice or credit memo |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Invoice or credit memo - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Certification pursuant to Financial Accountability Act (FAA), section 34 |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Certification pursuant to Financial Accountability Act (FAA), section 34 - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Request for payment - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Financial coding - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Certification authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Certification authority - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Delegation documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Delegation documents - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Expenditure initiation authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Expenditure initiation authority - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Transaction authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Manage Payables |
Transaction authority - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Quality assurance results - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Section 33 certification (signature) - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Electronic authorization and authentication section 33 details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Electronic authorization and authentication section 33 details - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Section 34 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Section 34 verification and certification - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Approved payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Perform Payment Authority |
Approved payment requisition - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Issue Payments (Receiver General) |
Payment return file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Procure to Payment — Issue Payments (Receiver General) |
Payment return file - For contracts over $10,000, if record supports proactive disclosure. |
10 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Manage Commitment |
Commitment record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Manage Commitment |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Manage Commitment |
Travel request (includes estimated costs and updates) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Manage Commitment |
Prepaid credit card statement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Manage Commitment |
Travel claim |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Payment requisition to Receiver General |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Section 34 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Travel advance request form |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Approved payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Perform Payment Authority (FAA, section 33) |
Section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Travel — Issue Payment (Receiver General) |
Payment return file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine Requirements |
Estimated costs |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine Requirements |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine/Exercise Expenditure Initiation Authority |
Authorization form |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine/Exercise Expenditure Initiation Authority |
Legal settlement notice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine/Exercise Expenditure Initiation Authority |
Delegation documents/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine/Exercise Expenditure Initiation Authority |
Description and type of good/service |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Determine/Exercise Expenditure Initiation Authority |
Estimated costs |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Verify Unencumbered Balance |
Authorization documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Commitments |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Legal opinion (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Evidence of FAA, section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Liability account or commitment balance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Credit memo data (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Certification authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Evidence of expenditure initiation authority (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Payables |
Evidence of transaction authority (if applicable). |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Legal opinion (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Evidence of provision of spending authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Section 34 of the FAA verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Approved payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Electronic authorization and authentication section 33 details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Perform Payment Authority |
Payment requisition file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Issue Payment |
Payment to payee |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Issue Payment |
Payment return file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Petty cash |
Approval from Public Services and Procurement Canada for establishment of fund |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Petty cash |
Documentation of authority of custodian (written statement to transfer fund) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Petty cash |
Reports on reconciliation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage Petty cash |
Reports on shortages |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Approved letter of offer or equivalent (input from human resources process) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Invoice from Central Removal Service |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Departmental travel expense account invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Invoice from CRSP (Contracted Relocation Service Provider) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Invoice from moving company |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Certification pursuant to FAA section 34 |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Payment authority pursuant to FAA section 33 |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Payments — Manage (expenses related to) relocation of employees |
Updated payment records |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Card application or request (acquisition card); Card request form (fleet card) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Delegation documents /proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Card tracking |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Proof of training |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Card information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Signed acknowledgement form |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Issue Card |
Vehicle log (fleet card only) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
List of active cards |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Card and fleet reports (to managers) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Reports regarding issues and resolution of issues |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Fleet management service provider notification and reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Vehicle log |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Purchase log |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Monitor Cards |
Results of investigation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Maintain Cards |
Ad hoc request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Maintain Cards |
Card information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Maintain Cards |
Card or fleet status |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Maintain Cards |
Credit limit |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Maintain Cards |
Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Cancellation notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Ad hoc cancellation notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Notice sent to card holder |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Card statement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Record of fleet usage data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Administration of Acquisition and Fleet Cards — Cancel Card |
Account receivable information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Manage Vendor Master Data File |
Vendor Master Data File dataset |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process request to Create or Update Vendor Record |
Vendor record request and related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process request to Create or Update Vendor Record |
Approval of request by requestor and/or designated individual in compliance with departmental policy and mandate |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process request to Create or Update Vendor Record |
Needs/requirements analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process request to Create or Update Vendor Record |
List of acceptable requestors |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process request to Create or Update Vendor Record |
Memo or e-mail to inform requestor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Request to deactivate vendor record and related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Approval of vendor record request by requestor or designated individual in compliance with departmental policy/mandate |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Departmental delegation of financial signing authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Verification information such as: HR employee department documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Verification information such as: HR employee termination notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Verification information such as: Notification from program area (close out of program) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Verification information such as: Outstanding invoice reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Verification information such as: Searches for duplicate vendors |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
Memo or email to inform requestor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Process Request to Deactivate Vendor Record |
External vendor notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Approved vendor record request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
FAA, section 33 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Approved payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Confirmation from vendor that test payment was successful |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Secure Payment System (SPS) payment return file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Supporting documentation for banking information (may include a VOID cheque) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Documentation to evidence that the request was carried out |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Carry Out Request to Create, Update or Deactivate Vendor Record |
Memo or email (e.g., to inform vendor record has been created) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Plan periodic Review |
Trigger to review: regular data maintenance activities or a request made after an issue is found e.g. internal audit reports and vendor record stakeholder feedback and other comments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Plan periodic Review |
Departmental periodic review risk assessment and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Plan periodic Review |
Vendor record stakeholder comments/feedback |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Plan periodic Review |
Periodic review approach and procedures document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Plan periodic Review |
Periodic review planning document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Implement Periodic Review |
Extracts and reports from the vendor master data file database and other documentation from vendor record stakeholders |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Implement Periodic Review |
Documented results and analysis from the periodic review |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Implement Periodic Review |
Documentation to update vendor record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Vendor Master Data File — Implement Periodic Review |
Departmental vendor master data file policies and procedures (revised) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Create or Update, Review and Approve the Post-payment Verification Sampling Plan(s) |
Sampling framework |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Create or Update, Review and Approve the Post-payment Verification Sampling Plan(s) |
Approved post-payment verification sampling plan(s) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Obtain Population(s) and Extract Samples |
Post-payment verification population |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Obtain Population(s) and Extract Samples |
Population extracts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Perform post-payment verification and document results |
Required sample documentation such as: Invoices, contracts, purchase orders, letter of offer or other supporting documentation (copies, as required) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Perform post-payment verification and document results |
Post-payment verification documented results, such as: Spreadsheet of high-level verification performed; Checklist for each transaction verified and the results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Communicate and Address Individual Errors found during Post-Payment Verification |
Individual errors communication |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Analyze and report on the overall Functional and Recurring results of the Post-Payment Verification |
Approved high-level overview results report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Analyze and report on the overall Functional and Recurring results of the Post-Payment Verification |
List of consequences related to errors |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Analyze and report on the overall Functional and Recurring results of the Post-Payment Verification |
Action plan |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Request Corrective action on Overall Functional and Recurring Issues |
Request to required stakeholders |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Post-payment Verification — Request Corrective action on Overall Functional and Recurring Issues |
Follow-up report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Treasury system details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Control data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Receiver General Exception reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Departmental Financial and Materiel Management System (DFMS) control account balances |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Payroll System General Ledger (PS-GL) control data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Receiver General General Ledger (RG-GL) control data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Departmental Financial and Materiel Management System (DFMS) Control account details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Account balance details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Suspense account details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Prior Year account balances |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Perform Ongoing Reconciliations and Adjustments |
Adjustment data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Establish and communicate Internal Closing Schedule |
Internal closing schedule |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Establish and communicate Internal Closing Schedule |
Receiver General (RG) info sessions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Establish and communicate Internal Closing Schedule |
Receiver General (RG) year-end requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Accounts payable data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Commitment data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Contract data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Deliverables receipt data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Interdepartmental settlement data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Estimated amounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
FAA, section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Financial data (commitments, actuals to date) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Payable Adjustments |
Entry in Departmental Financial and Materiel Management System (DFMS) to record accrual |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Provisions relating to cost recoveries |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Actual revenues |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Inventory records (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Shipping documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Interdepartmental settlement data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Receivables data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Aged receivables schedule |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Customer credit information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Allowance for doubtful accounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Receipt documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Adjustment details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Deferred revenue balance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Accounts Receivable Adjustments |
Estimated amounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Other Adjustments |
Estimated amounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Other Adjustments |
Prepaid expense balance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Process Other Adjustments |
Prepaid expense schedule |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Validation report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Certificate of representations |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Control accounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Trial balance |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Payroll System General Ledger (PS-GL) data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Receiver General General Ledger (RG-GL) data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Adjustment amount |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Financial Close — Prepare Trial Balance and Submit to CFMRS |
Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Determine HR Requirements |
[HR pay files] |
N/A |
See Human Resources Management GVT |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Determine and Exercise Expenditure Initiation Authority |
HR request for expenditure initiation (description, type of change or service, estimated cost, quantity, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Determine and Exercise Expenditure Initiation Authority |
Delegation instruments and proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Funds Availability |
Delegation instrument and proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Funds Availability |
Financial coding (authority, object, sub-program, responsibility centre, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Commitment |
Commitment record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Commitment |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Update Salary Forecast |
Salary Forecast |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Update Salary Forecast |
Planned employee- and position-related data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Update Salary Forecast |
Forecast amounts |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage HR Pre-Payroll |
Supporting employee and position documentation (from request for payment, letter of offer, request for overtime payment, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage HR Pre-Payroll |
Expenditure initiation authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage HR Pre-Payroll |
FAA section 34 certification and transaction authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Pay Pre-Payroll |
[Requisitions, Claims, or supplementary proof of modified pay] |
N/A |
See Human Resources Management GVT |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Account Verification (Compensation) |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Account Verification (Compensation) |
Request for pay transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Account Verification (Compensation) |
Authorizations (expenditure initiation, commitment, HR, transaction) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Payment Authority |
Approved request for pay transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Payment Authority |
Section 34 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Payment Authority |
Delegation instruments and proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Payment Authority |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Perform Payment Authority |
Section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Issue Payment |
Payroll control data report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Issue Payment |
Control account balance report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Issue Payment |
Internal journal voucher report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Issue Payment |
Detailed expenditure extract file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Issue Payment |
Stop payment intercepts and recalls |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Post-payroll |
Approved payment release (payroll register) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Post-payroll |
Detailed pay expenditure file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Post-payroll |
Government-wide payroll control totals (trial balance) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Manage Post-payroll |
Data and supporting documentation relating to Pay and Other Salary transactions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Complete Account Verification |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Complete Account Verification |
FAA section 34 verification completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Complete Account Verification |
Authorizations (expenditure initiation, commitment, HR, transaction) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Pay Administration (HR/Finance interactions) — Complete Account Verification |
Request for pay transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Determine and Exercise Expenditure Initiation Authority |
Delegation of authorities instruments or proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Determine and Exercise Expenditure Initiation Authority |
Funding agreement application (if applicable) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Funds Availability |
Funding information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Funds Availability |
Section 32 authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Funds Availability |
Notice of agreement status |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Commitments |
Commitment record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Formalize Funding Agreement or Funding Agreement Amendment |
Signed and approved funding agreement or funding agreement amendment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Formalize Funding Agreement or Funding Agreement Amendment |
Individual recipient risk assessments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Formalize Funding Agreement or Funding Agreement Amendment |
Other relevant information to assess risk |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Grants |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Grants |
Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Grants |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contributions |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contributions |
Claim |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contributions |
Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contributions |
Supporting documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contributions |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Advances |
Request for payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Advances |
Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Advances |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Advances |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Claims Related to Contribution Advances |
Request for Payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Claims Related to Contribution Advances |
Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Claims Related to Contribution Advances |
Claim |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Claims Related to Contribution Advances |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Claims Related to Contribution Advances |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Progress and Milestone Payments |
Supporting documentation for progress or milestone payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Progress and Milestone Payments |
Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Progress and Milestone Payments |
Claim |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Progress and Milestone Payments |
Supporting documentation for claim |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 34 Verification and Certification for Contribution Progress and Milestone Payments |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Delegation of authority instruments and proof of authorization: Funding agreement data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Delegation of authority instruments and proof of authorization: Section 34 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Delegation of authority instruments and proof of authorization: Approved payment requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Delegation of authority instruments and proof of authorization: Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Perform Section 33 Payment Authority |
Delegation of authority instruments and proof of authorization: Section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Issue Payment |
Payment to vendor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Issue Payment |
Payment return file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Recover Overpayments |
Supporting documentation for the recovery |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Recover Overpayments |
Receivable entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Recover Overpayments |
Recipient notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Recoveries for Repayable Contributions |
Repayable funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Recoveries for Repayable Contributions |
Recipient supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Manage Recoveries for Repayable Contributions |
Written notification or invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Terminate Funding Agreement |
Signed termination or acknowledgement letter |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Terminate Funding Agreement |
Updated Funding agreement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Plan Recipient Audits |
Risk based Approved recipient audit plan (program level) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Plan Recipient Audits |
Risk based Approved recipient audit plan (department level) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Recipient Audit planning memorandum |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Documentation of Assurance level |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Recipient audit scope, standards, criteria |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Signed agreement for recipient audit services |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Recipient audit working papers |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Budget analysis |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
Final recipient audit report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Grants and Contributions — Conduct Recipient Audits |
[Contracts for independent auditors] |
N/A |
See Acquisition Services GVT |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Financial Arrangement |
Request (high-level description, type of good/service; estimated cost, quantity, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Financial Arrangement |
Description of requirements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Financial Arrangement |
Financial arrangement document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Manage Customer Credit Risk |
Credit assessment documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Manage Customer Credit Risk |
Request (description, type of good/service; estimated cost, quantity, work and technical specifications, milestones and delivery dates, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Manage Customer Credit Risk |
Revised terms and conditions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Manage Customer Credit Risk |
Credit file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Manage Customer Credit Risk |
Credit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Validate and Approve Documentation for Financial Arrangement |
Financial authority documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Validate and Approve Documentation for Financial Arrangement |
Changes to financial arrangement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Validate and Approve Documentation for Financial Arrangement |
Final / approved financial arrangement document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Transfer Transaction to Invoicing/Receivables |
Approved billing request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Invoice/Credit Memo |
Customer cancellation/refund request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Invoice/Credit Memo |
Other notification of need for credit memo |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Invoice/Credit Memo |
Invoice or credit memo sent to customer |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Create Invoice/Credit Memo |
Evidence of review and approval process |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Record Receivable |
Receivable entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Cash receipts and cheques and the supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Confirmation of customer payment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Accounting entry of receipt or updated receivable |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Stamped deposit slip |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Receiver General deposit detail file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Confirmation documentation (e.g. cashier receipt, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Receivable documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Receipt documentation (e.g. cash blotter, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Cash Receipts and Cheques |
Daily deposit reconciliation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Electronic receipts, third party service provider remittances |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Receipt documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Remittance information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Confirmation of payment to customer documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Daily deposit reconciliation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Pre-authorized debit file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Standard Payment System requisition file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Process Electronic Receipts and Third Party Service Provider Remittances |
Standard Payment System reject file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Receiver General deposit detail file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Departmental financial and materiel management system deposit listing/report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Third party remittance information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Journal entry and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Non-sufficient funds remittance and financial institution documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Reconcile Deposits |
Reconciliation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Final approved financial arrangement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Invoice/receivable supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Receipts, remittance file/information, Government Banking System deposit detail file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Accounting entry documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Receipt documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
Remittance information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Revenue, Receivables and Receipts — Determine financial coding and revenue recognition |
General ledger balances |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Interdepartmental Settlement (IS) request |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Other government department request for a business arrangement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Request for goods and services |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Request for transfer of funds |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Request for recoveries |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Documentation of high-level Interdepartmental Settlement (IS) transaction requirements and authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Requisition/Human Resource agreement (high-level description, type purpose and type of Interdepartmental Settlement (IS) transaction, date (s) required, estimated cost/billings, quantity, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Confirm the requirement for an Interdepartmental Settlement (IS) transaction (Request for Goods or Services; Request for Transfer of funds; Request for Recoveries) |
Delegation of authorities instrument/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Establish Terms and Conditions with other Government Department |
Written terms and conditions with other government department |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Establish Terms and Conditions with other Government Department |
Delegation of authorities instrument/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Apply and Confirm Departmental Authority/Approval |
Delegation of authorities instrument/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Apply and Confirm Departmental Authority/Approval |
Approved and signed Interdepartmental Settlement (IS) transaction details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Request for credit memo by other government department |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Interdepartmental Settlement (IS) return/notification file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Billing requests (as appropriate) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Interdepartmental Settlement (IS) requisition |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Initiator |
Delegation of authorities instrument/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Documentation for receipt of goods/services/event triggering Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Interdepartmental Settlement (IS) return/notification files |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
FAA section 34 certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Acceptance of deliverables data, deliverables receipt data, and/or evidence that event triggering Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Auditable evidence of account verification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Interdepartmental Settlement (IS) return/notification file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Approved Interdepartmental Settlement (IS) detail document (including terms and conditions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Invoice data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Certification authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Delegation of authorities instrument/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Departmental authority/approval |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Expenditure initiation authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Financial data (budget, commitments, actuals to date) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Goods receipt data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Creditor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Recipient |
Requisition amount |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Acceptance of deliverables data and/or evidence that event triggering the Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Approved Interdepartmental Settlement (IS) detail document (including terms and conditions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Certification authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Departmental authority/approval |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Expenditure initiation authority |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Commitment authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Goods receipt data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Payment requisition (including payment details) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Evidence of FAA section 34 verification and certification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
FAA section 33 certification (signature) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Electronic Authorization and Authentication (EAA) FAA section 33 details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Quality assurance results |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Approved payment requisition including payment details |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Debtor-Initiator |
Secure Payment System (SPS) /Interdepartmental Settlement (IS) requisition file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Recipient |
Interdepartmental Settlement (IS) return/notification file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Process Debtor-Initiated Interdepartmental Settlement (IS) Transaction by Creditor-Recipient |
Acceptance of deliverables data, deliverables receipt data, and/or evidence that event triggering the Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Supporting documentation is retained to provide an audit trail of how the Interdepartmental Settlement (IS) suspense account item was resolved |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Acceptance of deliverables data, deliverables receipt data, and/or evidence that event triggering the Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Approved Interdepartmental Settlement (IS) details document including terms and conditions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Interdepartmental Settlement (IS) coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Interdepartmental Settlement (IS) return/notification file |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Other government department data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Monitor and Clear Interdepartmental Settlement (IS) Suspense Account Items |
Supporting documentation for adjustments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Confirmation of agreement to resolve Interdepartmental Settlement (IS) transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Acceptance of deliverables data, deliverables receipt data, and/or evidence that event triggering the Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Accounting adjustments |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Approved Interdepartmental Settlement (IS) detail document (including terms and conditions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Invoice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Payment requisition (including payment details) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Tax remittance (goods and services tax, harmonized sales tax) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Transfer of funds |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Briefing memo of key issues/areas under dispute |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Investigate and Discuss Issues with Other Government Department |
Supporting documentation for the new Interdepartmental Settlement (IS) transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Question Interdepartmental Settlement (IS) Transaction |
Confirmation by other government department regarding questioning of IS |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Question Interdepartmental Settlement (IS) Transaction |
Confirmation of agreement to resolve Interdepartmental Settlement (IS) issue/concern (by questioning the original Interdepartmental Settlement (IS) transaction or further discussion) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Question Interdepartmental Settlement (IS) Transaction |
Other related supporting documentation. |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Acceptance of deliverables data, deliverables receipt data, and/or evidence that event triggering Interdepartmental Settlement (IS) has been completed |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Confirmation of agreement to resolve Interdepartmental Settlement (IS) transaction |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Invoice and credit memo data |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Interdepartmental Settlement (IS) coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Original approved Interdepartmental Settlement (IS) transaction details document including terms and conditions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Interdepartmental Settlements — Record Interdepartmental Settlement (IS) Transaction in the Appropriate Account |
Other supporting documentation for the manual entry/adjustment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Receivable aging report or account statements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Account statements sent to debtor if required |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Invoice report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Customer statement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Receipt documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Receivable documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Revised financial arrangement document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Invoice (e.g. date, amount) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Journal entry and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Identify Overdue Accounts Based on Terms |
Accounts payable report indicating amounts owing to customer (for set-off purposes) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Phone calls, dunning letters, e-mails, and debtor account statements |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Legal advice |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Debtor information/supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Deposit documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Journal entry and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Receipt documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Receivable documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Amended financial arrangement document |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Description of roles and responsibilities |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Revised payment methods |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Written documentation to communicate potential set-off arrangement |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Written documentation outlining set-off procedures, terms and conditions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Overdue account information for period-end |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Returned statements from debtor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Notify Debtor of Amount Overdue and Conduct Collection Activities |
Third party collection information (e.g. cost, timing, roles and responsibilities, etc.) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Third Party Collection Activities |
Receivable aging report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Third Party Collection Activities |
Third party collection activity status report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Third Party Collection Activities |
Third party invoice for commission and fees |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Third Party Collection Activities |
Third party overdue receivable information for period-end and/or third party’s recommendations for write-offs |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Third Party Collection Activities |
[Contracting Services documentation or support documentation] |
N/A |
See Acquisition Services GVT |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Correspondence with debtor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Supporting documentation regarding status and history of debtor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Receivable aging report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Request or supporting documentation to initiate legal action |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Third party collection activity status report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Third party overdue receivable information for period-end |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Compromise Settlement agreement (where legal action is to continue) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Court documents (where legal action is to continue) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Delegation of financial authorities document/proof of authorization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Departmental legal services recommendation and/or authorization for legal action |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Compromise settlement terms and conditions |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Receipts from debtor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Cost benefit analysis (litigation costs versus recoveries from debtor) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
Legal opinion |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Legal Actions |
[Legal files related to finance] |
N/A |
See Legal Services GVT |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Court documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Receivable aging report |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Third party collection activity reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Debtor information and history |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Analysis and supporting documentation and conditions for forgiveness/remission |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Compromise settlement document (including payment terms and conditions) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Documentation for Debt Write-off Review Committee |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Draft Treasury Board submission for write-off |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Other analysis and supporting documentation for write-off |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Recommendation by Debt Write-off Review Committee |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Treasury Board submission for remission/forgiveness of debt (reviewed and approved internally by Department) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Departmental recommendation for approval to proceed with forgiveness, remission or write-off |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Other supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Analysis and supporting documentation for remission, forgiveness, write-off |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Approval document from Minister or delegated authority to proceed with write-off |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Approval from Treasury Board, Governor in Council or Parliament |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Departmental approval document for remission/forgiveness |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
Accounting entry documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Collection of Overdue Receivables — Manage Write-offs, Remissions and/or Forgiveness |
[Treasury Board Submission documentation related to payment forgiveness, remission, and/ or write-offs] |
N/A |
See Treasury Board Submissions GVT |
| Financial Management |
Manage Customer Master Data File — Manage Customer Master Data File |
Customer Master Data File dataset |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
Customer record request approved by requestor or designated individual for compliance with departmental policy and mandate |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
Departmental financial authority documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
List of acceptable requestors |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
Other independent sources of data such as postal code checks, financial institution files, customer correspondence, memoranda, legal name change and other legal documents |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Create or Update Customer Record |
Memo or email to inform requestor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Request to deactivate customer record |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Accepted customer record request approved by requestor or designated individual for compliance with departmental policy and mandate |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Departmental financial documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Established list of acceptable requestors |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Memo or email to inform requestor |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Customer notification |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Notification from program area (close out of program) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
HR documentation of employee departure requiring a recovery to the Crown |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Outstanding billing and invoice reports |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Searches for duplicate customers |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Process Request to Deactivate Customer Record |
Memo or email to inform requestor including reason for refusal |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Carry Out Request to Create, Update or Deactivate Customer Record |
Approved request to update or deactivate customer records resulting from the department’s periodic review |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Carry Out Request to Create, Update or Deactivate Customer Record |
Related supporting documentation (as evidence that the request was implemented) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Carry Out Request to Create, Update or Deactivate Customer Record |
Memo or email (e.g. to inform requestor that customer record has been created) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Plan Periodic Review |
Information required to assess risk areas and issues regarding customer master data file, including: customer record stakeholder comments and feedback |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Plan Periodic Review |
Approved periodic review planning document and review procedures |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Plan Periodic Review |
Departmental periodic review risk assessment |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Plan Periodic Review |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Periodic review documentation and other related information which may include: extracts and reports from the customer master data file database and other documentation from customer record stakeholders |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Approved periodic review planning document including risk assessment, approach and review procedures |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Approved request to action update or deactivate of customer records and supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Related supporting documentation |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Departmental customer master data file policies and procedures (updated) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Customer Master Data File — Implement Periodic Review |
Documented results and analysis of periodic review |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Capital Assets — Create or Update Asset Record |
[Materiel Asset Record] |
N/A |
See Materiel Services GVT |
| Financial Management |
Manage Other Capital Assets — Calculate Monthly Amortization |
Amortization amount (update to asset record) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Capital Assets — Calculate Monthly Amortization |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Capital Assets — Conduct Periodic Analysis of Assets Under Construction (AUC) |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Capital Assets — Conduct Periodic Physical Asset Count |
[Proof of Periodic Count for Physical/ Materiel Assets] |
N/A |
See Materiel Services GVT |
| Financial Management |
Manage Other Capital Assets — Conduct Periodic Asset Assessment |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Other Capital Assets — Process Asset Disposal |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Create or Update Real Property Record |
[Real Property Asset Record] |
N/A |
See Real Property Services GVT |
| Financial Management |
Manage Real Property — Calculate Monthly Amortization |
Journal entry: Accumulated amortization |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Calculate Monthly Amortization |
Journal entry: All costs (including additions, in-service costs) |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Calculate Monthly Amortization |
Journal entry: Amortization amount for the period |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Conduct periodic Analysis of Real Property under Construction |
Journal entry: Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Conduct Periodic Physical Real Property Asset Count |
[Proof of Periodic Count for Real Property Assets] |
N/A |
See Real Property Services GVT |
| Financial Management |
Manage Real Property — Conduct Periodic Real Property Assessment |
Journal entry: Financial coding |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Process Real Property Disposal |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Process Real Property Disposal |
Attestation that the money was deposited |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Real Property — Process Real Property Disposal |
Treasury Board approved capital asset plan |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Non-production Inventory |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory for Production |
Purchase data (e.g., invoice, supplier, purchase order, contract, warranty information etc.) related to service costs directly related to the production of inventory |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory for Production |
Timesheet records coded to specific production |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory for Production |
Journal Entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory for Production |
Calculation of labour, overhead, and service costs |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory consumption |
Consumption information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory consumption |
Inventory Information |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory consumption |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Inventory Write-off |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Sale or Interdepartmental Transfer of Inventory |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Conduct Inventory Counts and Record Adjustments |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Financial Management |
Manage Inventory — Record Transfer of Inventory Location (if adjustment to the accounting record are required as a result of inventory transfer) |
Journal entry |
6 years |
From end of last taxation year to which records relate |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: external labour market assessments |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: business context assessments |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: organizational workplace and workforce human resources (HR) risks |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: workforce and workplace gaps |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: stakeholder feedback |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Assess human resources implications of business requirements |
Documentation of decisions or substantive opinions leading to and including: validated business requirements and priorities |
5 years |
After study/survey has ended or system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (Common Human Resources Business Process (CHRBP)) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: organizational assessments |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: final workforce and workplace plans |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: validated workforce and workplace plan achievement measures |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: comments on drafts |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: record of decision re: changes required to organizational assessment |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Develop workforce and workplace plans |
Documentation of decisions or substantive opinions leading to and including: record of decision re: managers’ selected courses of action |
5 years |
After system has been implemented, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: organizational models/work descriptions, readiness assessments |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: position files (work descriptions) |
1 year |
After superseded or obsolete, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: new or amended organization structures and high-level attributes |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: confirmed intentions to commit funds under the Financial Administration Act, s. 32 |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: transition approaches |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: stakeholder feedback |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Conduct organizational designs |
Documentation of decisions or substantive opinions leading to and including: action requests – authorize classification |
5 years |
After system has been implemented |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Monitor and report |
Documentation of decisions or substantive opinions leading to and including: data collection, measurement and monitoring plans |
5 years |
After last administrative action, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Monitor and report |
Documentation of decisions or substantive opinions leading to and including: data analyses |
5 years |
After last administrative action, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Monitor and report |
Documentation of decisions or substantive opinions leading to and including: variance analyses |
5 years |
After last administrative action, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Organizational Design, Human Resources Planning and Reporting — Monitor and report |
Documentation of decisions or substantive opinions leading to and including: final reports |
5 years |
After last administrative action, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Select and assess pre-classified work descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: new work description required |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Select and assess pre-classified work descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: new work description required |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Select and assess pre-classified work descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: new work description required |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: consultation plans |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) systembased on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: consultation plans |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: consultation plans |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: comments on drafts |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: comments on drafts |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: comments on drafts |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: job competency profiles |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: job competency profiles |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: job competency profiles |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: no pre-classified work descriptions fit |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: no pre-classified work descriptions fit |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Develop job (work) descriptions |
Documentation of decisions or substantive opinions leading to and including: record of decision re: no pre-classified work descriptions fit |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: evaluation approaches |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: evaluation approaches |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: evaluation approaches |
2 years |
After the last position linked to the job type has been left vacant based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: record of decision re: on-site required or not |
2 years |
After the last position linked to the job type has been eliminated from the Human Resources Management (HRM) system based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: record of decision re: on-site required or not |
2 years |
After the last position linked to the job type has been disassociated from the job type based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Classify work descriptions |
Documentation of decisions or substantive opinions leading to and including classification rationales, including: record of decision re: on-site required or not |
2 years |
After the last position linked to the job type has been based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: classified work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: organizational packages |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: work description requirements |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: final work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: effective dates or retroactive effective dates |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: signed-off validated work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: high-level attributes |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: proposed occupational group and subgroup |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: selected classification standards |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: on-site review reports |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: relativity reports |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: evaluation results |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: classification rationales and financial validations |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: committee signatures or Deputy Minister (DM) decisions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: ratings |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: assigned occupational group, subgroup and level |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: National Occupational Classification code (NOC) |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: action requests – authorize classification |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: authorizations to use pre-classified work descriptions or approved organizational packages and authorizations to use the generic version |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Authorize classification |
Documentation of decisions or substantive opinions leading to and including classification packages, including: notices to affected employees |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: position information/inventories |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: classified work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: organizational packages |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: work-description requirements |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: final work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: effective date or retroactive effective date |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: signed-off validated work descriptions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: high-level attributes |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: proposed occupational group and subgroup |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: selected classification standards |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: on-site review reports |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: relativity reports |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: evaluation results |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: classification rationales |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: committee signatures or DM decisions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: memoranda of understanding (MOU) covering interdepartmental transfers |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: ratings |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: assigned occupational group, subgroup and level |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: National Occupational Classification code (NOC) |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: authorized classification decisions |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: approved exclusion position information |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: approved essential service position information |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: action requests – second-level review |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Job and Position Management — Define and maintain position information |
Documentation of decisions or substantive opinions leading to and including classification packages including: action requests – update employee compensation information |
2 years |
After the position has been left vacant, based on a recommendation arising from the Common Human Resources Business Process (CHRBP) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including position information |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including authorized new work descriptions |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including staffing requirements |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including project team (required for a collective) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including governance (required for a collective) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including pool parameters (required for a collective) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including confirmed funding |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including selection criteria (including arfea of selection and preliminary merit criteria) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including approved non-imperative rationale (if applicable) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including staffing option assessments |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including non-advertised rationale (if required) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including project plans (if required) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including statements of merit and conditions of employment |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including communication plans |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including assessment guides |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including assessment approaches |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including assessment tools analyses |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including decision documents: development of assessment tools required |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including new assessment tools |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including action requests: return to work, position required |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including priority candidate |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including priority candidate information |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including priority clearance numbers |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Confirm resourcing approach |
Documentation of decisions or substantive opinions leading to and including staffing packages, including selection board members |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) |
Documentation of decisions or substantive opinions leading to and including position advertising and advertisements, including advertising approach (advertising options, ad-posting requirements, submission requirements) |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) |
Documentation of decisions or substantive opinions leading to and including position advertising and advertisements, including final ad postings |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) |
Documentation of decisions or substantive opinions leading to and including position advertising and advertisements, including decision documents: internal or external advertisements |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) |
Documentation of decisions or substantive opinions leading to and including position advertising and advertisements, including applicant information |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) |
Documentation of decisions or substantive opinions leading to and including position advertising and advertisements, including job-seeker data |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Attract applicant(s) / candidates |
Documentation of decisions or substantive opinions leading to and including unsolicited resumes not considered when staffing a position |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including applications |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including candidate résumés |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including skills profiles |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including unsuccessful screening results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including successful initial screening results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including valid Second Language Evaluation (SLE) results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including standardized test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including assessment schedules |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including interview results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including reference check results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – screening out applicants |
Documentation of decisions or substantive opinions leading to and including screening out of applicants, including unsuccessful assessment results analyses |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – data, results and decisions |
Documentation of decisions or substantive opinions leading to and including data, results and decisions, including, informal discussion results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – data, results and decisions |
Documentation of decisions or substantive opinions leading to and including data, results and decisions, including, assessment data |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – data, results and decisions |
Documentation of decisions or substantive opinions leading to and including data, results and decisions, including, record of decision re: need for reconsideration |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Assess applicant(s) / candidate(s) – data, results and decisions |
Documentation of decisions or substantive opinions supporting the screening out of applicants, including record of decision re: changes required |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) |
Documentation of decisions or substantive opinions leading to and including selection actions, including, selection rationales |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) |
Documentation of decisions or substantive opinions leading to and including selection actions, including, record of decision re: offer refused |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) |
Documentation of decisions or substantive opinions leading to and including selection actions, including, notices of consideration |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) |
Documentation of decisions or substantive opinions leading to and including selection actions, including, record of decision re: change of appointment |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, applications |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, candidate résumés |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, skills profiles |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, successful initial screening results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, valid Second Language Evaluation (SLE) results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, standardized test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, position-specific test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, assessment schedules |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, interview results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, reference check results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, successful assessment results analyses |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) – not selecting actions |
Documentation of decisions or substantive opinions leading to and including not selecting candidate(s), including, record of decision re: candidate does not reflect right fit |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, applications |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, candidate résumés |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, skills profiles |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, successful screening results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, valid Second Language Evaluation (SLE) results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, standardized test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, schedules of assessment activities |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, position-specific test results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, assessment schedules |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, interview results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, reference check results |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, successful assessment results analyses |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Candidate packages |
Documentation of decisions or substantive opinions leading to and including candidate(s) package(s), including, record of decision re: candidate reflects right fit |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, collective agreements |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, collective agreements where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, code of conduct |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, code of conduct where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, conflicts of interest |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, conflicts of interest where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, completed mandatory information |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, completed mandatory information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, financial expenditure authorizations |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, financial expenditure authorizations where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, signed offers of employment |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, signed offers of employment where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, confirmations of oath or solemn affirmation |
5 years |
After staffing action completed or abandoned based on a blanket application of Public Service Employment Act (PSEA) – conditions of delegation instrument requirements (see Appointment Delegation and Accountability Instrument - Conditions of Delegation) |
| Human Resources Management |
Staffing and Employee Integration — Select candidate(s) - Make offer of employment |
Documentation of decisions or substantive opinions leading to and including offers of employment and employment packages, including, confirmations of oath or solemn affirmation where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee HR files |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee HR files where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, payroll information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, payroll information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, entitlements |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, entitlements where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, deductions |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, deductions where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, pension eligibility |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, pension eligibility where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, benefit coverage information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, benefit coverage information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, tax information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, tax information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, direct deposit information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, direct deposit information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employment equity self-identification data |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employment equity self-identification data where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee skills and competencies information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee skills and competencies information where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee orientation requirements |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, employee orientation requirements where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, notifications – new employee |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Staffing and Employee Integration — Document and integrate employee(s) |
Documentation of decisions or substantive opinions leading to and including employee-specific integration actions, including, notifications – new employee where resource relates to, for example, salary, pension, and has been placed on the employee HR file. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning requests (payment, voluntary deduction, pay information change, cash payment, elective service) |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning leave applications |
3 years |
After date of leave based on Canada Labour Standards Regulations, s. 24.(2) |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning records of income averaging |
3 years |
After work performed based on Canada Labour Standards Regulations, s. 24.(2) |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning requests (payment, voluntary deduction, pay information change, cash payment, elective service) where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cash payment forms |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cash payment forms where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning elective service information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning elective service information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employee compensation, concerning approved payment requests |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employee compensation, concerning approved payment requests where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cancelled cheque registers |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cancelled cheque registers where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employer event documents (reclassification, stat/merit increase, etc.) |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employer event documents (reclassification, stat/merit increase, etc.) where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning basic salary information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning basic salary information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning entitlement information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning entitlement information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employee information affecting pay |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning employee information affecting pay where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cash receipt information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning cash receipt information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning deduction information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning deduction information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning leave adjustment information |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning leave adjustment information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning change in hours documents |
2 years |
after employment ends based on Privacy Regulations s.4 |
| Human Resources Management |
Total Compensation — Maintain employee compensation information |
Employee-specific data including correspondence documenting decisions or substantive opinions concerning change in hours documents where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administration based on traditional practice. |
| Human Resources Management |
Total Compensation — Administer pay |
Pay lists |
3 years |
After date of resource, based on Canada Labour Standards Regulations, s.24 (2) |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning: leave applications (includes medical certificates) |
3 years |
After date of leave, based on Canada Labour Standards Regulations, s.24 (2) |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning departmental HR repositories |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning departmental HR repositories where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning tax information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning tax information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning benefit coverage information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning benefit coverage information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning approved time |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning approved time where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning approved overtime |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning approved overtime where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning pay transaction summaries |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning pay transaction summaries where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning leave plan information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning leave plan information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning processed leave |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning processed leave where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning year-end leave information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning year-end leave information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning employee leave information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning employee leave information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning mandatory leave cash-out information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning mandatory leave cash-out information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning revised year-end leave information |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning revised year-end leave information where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning action requests: pay account activity |
2 years |
After employment ends, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Total Compensation — Administer pay |
Employee-specific pay actions including correspondence documenting decisions or substantive opinions concerning action requests: pay account activity where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning materials |
2 years |
After event completed or abandoned - for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning materials |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning materials where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning event evaluation results |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning event evaluation results |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including learning event evaluation results where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – development of training events |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – development of training events |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, includingaction requests – development of training events where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests - adapt a learning event |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – adapt a learning event |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests - adapt a learning event where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including record of decision re: learning event fits |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including record of decision re: learning event fits |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including record of decision re: learning event fits where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant lists |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant lists |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant lists where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant learning results |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant learning results |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including participant learning results where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – learning event |
2 years |
After event completed or abandoned for information resources (IR) that do not contain personal information, based on best practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – learning event |
2 years |
After event completed or abandoned - for information resources (IR) that contain personal information based on Privacy Regulations s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Address unit learning requirements |
Documentation of decisions or substantive opinions leading to and including event-specific learning actions, including action requests – learning event where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including performance measures |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including modified performance agreement templates |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee key business commitments |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including career goals documents |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee ongoing business commitments |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee performance expectations |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: consideration of stretch opportunity |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: key business/commitments/objectives not required |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including learning feasibility analyses |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: learning event feasible |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including final performance agreements |
2 years |
After event completed or abandoned for IR that do not contain personal information, based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including performance measures |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including modified performance agreement templates |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee key business commitments |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including career goals documents |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee ongoing business commitments |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including employee performance expectations |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: consideration of stretch opportunity |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: key business/commitments/objectives not required |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including learning feasibility analyses |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including record of decision re: learning event feasible |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Develop performance agreements |
Documentation of decisions or substantive opinions supporting and including development of employee performance agreements, including final performance agreements |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including results of employee performance reviews |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including employee performance assessments |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including performance development plans |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including performance leave |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including performance pay |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including decision documents: reinforcement of exceptional behaviour |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including decision documents: competency issue |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee performance |
Documentation of decisions or substantive opinions supporting employee-specific performance management, including decision documents: eligibility for performance pay or leave |
5 years |
After last administrative action for employee-specific documentation, based on a 1998 directive from former National Archivist Jean-Pierre Wallot, following a proposal from the TBS Personnel Policy Branch |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including learning event requests – first-aid certificates |
3 years |
After training, based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including instruction or training provided to emergency wards, deputy wardens and monitors |
2 years |
After the date instruction or training is provided based on COHS Regulations, s. 17.8(2) |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including records of training in motor vehicle operation |
Duration of employment |
based on the NJC OHS Directive, s. 16.6.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including learning event requests |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including learning event requests - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including education leave business cases |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including education leave business cases - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including employee learning progress feedback |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including employee learning progress feedback - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including employee learning results |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including employee learning results - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including reimbursement documents |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including reimbursement documents - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including taxable benefit information |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including taxable benefit information - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: education leave |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: education leave - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: review learning at completion |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: review learning at completion - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: changes required to learning |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: changes required to learning - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: taxable benefit or not |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including decision documents: taxable benefit or not - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including action requests: payment of learning event |
2 years |
After last administrative action based on traditional practice and Privacy Regulations, 2. 4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development |
Documentation of decisions or substantive opinions regarding event-specific learning actions, including action requests: payment of learning event - where resources relate to, for example language examination, exemption and training, participation and achievement in other training events placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development - dangerous situations |
Signed records on the information, instruction, and training provided for each employee on dangerous situations |
2 years |
After the day on which an employee ceases to perform an activity that has a risk of work place violence associated with it, based on COHS Regulations, s. 20.10(5) |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development - dangerous situations |
Signed records on the information, instruction, and training provided for each employee on dangerous situations |
2 years |
After the day on which the employee ceases to be exposed to a hazard based on COHS Regulations, s. 10.15 and 19.6(5) |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee learning and development - dangerous situations |
Signed records on the information, instruction, and training provided for each employee on dangerous situations – training in hazard investigation |
30 years |
After training event based on the NJC OHS Directive, s. 11.2.3 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including financial data |
6 years |
After end of fiscal year based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including records of individual decorations, medals, investiture and outstanding achievement awards, |
3 years |
After last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including award nomination templates – records of precedent-setting cases |
15 years |
After last administrative action based on traditional practice |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including award nomination templates – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including incentive award plans – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including award plans for inventors/innovators – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including scholarships – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including award-specific criteria – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including nomination submissions – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including recognition assessments – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards and/or recognitions, including recognition approaches – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including decision documents: employee recognition – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards and/or recognitions, including decision documents: informal or formal recognition – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding awards/recognitions, including notifications: nomination status – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including decision documents: public recognition – IR that do not contain personal information |
2 years |
After last administrative action based on traditional practices |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including award nomination templates – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including incentive award plans – IR that contain personal information, based on Privacy Regulations, s.4 |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including award plans for inventors/innovators – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including scholarships – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including award-specific criteria – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including nomination submissions – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including recognition assessments – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including recognition approaches – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including decision documents: employee recognition – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including decision documents: informal or formal recognition – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including notifications: nomination status – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Employee Performance, Learning, Development and Recognition — Manage employee recognition |
Documentation of decisions or substantive opinions regarding employee awards/recognitions, including decision documents: public recognition – IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s.4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved employee separation notifications - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved employee separation notifications where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee separation information - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee separation information where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including separation data - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including separation data where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including eligibility assessments - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including eligibility assessments where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including compensation separation packages - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including compensation separation packages where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including notifications: employee separation - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including notifications: employee separation where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including action requests: pay account activity - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including action requests: pay account activity where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including decision documents: record of employment required - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including decision documents: record of employment required where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including information affecting pension or death benefit - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including information affecting pension or death benefit where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including exit interviews - IR that contain personal information |
2 years |
After last administrative action based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Manage permanent separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including exit interviews where resources relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee absence information |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee absence information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee leave without pay information |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including employee leave without pay information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including leave eligibilty information |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including leave eligibilty information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including benefits letters |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including benefits letters where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including insurance and deficiencies decisions |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including insurance and deficiencies decisions where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved workers compensation claims |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved workers compensation claims where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved disability claims |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including approved disability claims where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including insurance maintenance information notifications |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including insurance maintenance information notifications where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including pension maintenance information notifications |
2 years |
After last administrative action for IR that contain personal information, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Permanent and Temporary Separation — Process temporary separation |
Documentation of decisions or substantive opinions regarding employee-specific actions, including pension maintenance information notifications where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including notice of acceptance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
[Documentation of decisions or substantive opinions regarding case-specific grievances, including grievances, appeals, adjudications] |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: continue with grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including offer of Employee Assistance Program (EAP) services |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including offer of Informal Conflict Management System (ICMS) services |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: access to Informal Conflict Management System (ICMS) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: involvement of Canadian Human Rights Act |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including receipt stating the date grievance received |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including grievance decisions (levels 1, 2, and 3) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: level of grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including National Joint Committee decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including Deputy Head or delegate communication of decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: on-site review |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: relativity study required |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including majority report |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including minority report |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including consensus report |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: federal court, legal or procedural issue |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including record of decision re: present grievance at next level |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including notices to Canadian Human Rights Commission (CHRC) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including Canadian Human Rights Commission (CHRC) submission decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including Public Service Labour Relations Board final decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including recourse data |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific grievances, including notice of withdrawal |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including workplace contact, position information and name of employer of grieving party/parties |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including statement detailing grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including date of alleged violation or misinterpretation |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including corrective action requested |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including representation declaration (if requested and received) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including receipt of grievance information from receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including any additional information, comments of insight provided by delegated receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including any additional information, comments of insight provided by labour relations based on their initial screening/triage |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including any documentation and any escalated lower grievance decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (individual) |
Documentation of decisions or substantive opinions regarding individual grievance packages, including any additional information provided during consultations |
2 years |
After last administrative action, based on Privacy Regulations, s. 4, |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including name of the bargaining agent, and the contact information of the authorized representative of the bargaining agent |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including statement detailing grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including date of alleged violation or misinterpretation |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including corrective action requested |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including receipt of grievance information from receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including any additional information, comments of insight provided by delegated receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including any additional information, comments of insight provided by labour relations based on their initial screening/triage |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including any documentation and any escalated lower grievance decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (group) |
Documentation of decisions or substantive opinions regarding group grievance packages, including any additional information provided during consultations |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including grieving party’s/parties’ workplace contact and position information |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including statement detailing grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including date of alleged violation or misinterpretation |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including corrective action requested |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including receipt of grievance information from receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including any additional information, comments of insight provided by delegated receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including any additional information, comments of insight provided by labour relations based on their initial screening/triage |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including any documentation and any escalated lower grievance decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (policy) |
Documentation of decisions or substantive opinions regarding policy grievance packages, including any additional information provided during consultations |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including workplace contact, position information and name of employer of grieving party/parties |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including statement detailing grievance |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including date of alleged violation or misinterpretation |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including corrective action requested |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including representation declaration (if requested and received) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including receipt of grievance information from receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including any additional information, comments of insight provided by delegated receiving party |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including any additional information, comments of insight provided by labour relations (includes abeyance to allow labour relations grievance, if necessary) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including any additional information, comments of insight from informal classification grievance discussions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including receipt information from corporate classification |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including output from grievance validity assessment |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including relativity report |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including evaluation results |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including classification rationale |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including committee signature or DM decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including rating |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including assigned occupational group, subgroup and level |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including National Occupational Classification code (NOC) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including any input/notes from committee members |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including any input/notes from review of original classification decision documentation |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including identification and request for missing documentation or required information |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including on-site and/or relativity study documentation, if conducted |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including updated and additional information received during the classification hearing |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage grievances (post-decision classification) |
Documentation of decisions or substantive opinions regarding post decision classification grievance packages, including committee’s decision and delegated authority’s decision with sufficient detail to allow implementation of any remedial action |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including investigation reports |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including investigation reports – grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including investigation reports feedback |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including investigator terms of reference |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including harassment complaint decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including notices of complaint rejection or redirection |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including notices of withdrawal |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including offer of Employee Assistance Program (EAP) services |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including decision documents: involves Canadian Human Rights Act |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including notices to Canadian Human Rights Commission (CHRC) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Canadian Human Rights Commission (CHRC) inquiry |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Canadian Human Rights Commission (CHRC) decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Canadian Human Rights Commission Tribunal final decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Public Service Labour Relations Board complaint package |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Public Service Labour Relations Board final decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Public Service Staffing Tribunal decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including extension request |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including extension decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including record of decision re: federal court, legal or procedural issue |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including reviewed decision |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including recommended recourse route(s) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including Informal Conflict Management System (ICMS) decisions |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (case-specific) |
Documentation of decisions or substantive opinions regarding case-specific complaints, including decision documents: corrective or disciplinary measures |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including the nature of the allegations |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including the name of the respondent |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including the nature of the relationship of the respondent to the complainant |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including the date and a description of the incident(s) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including the names of witnesses, if applicable |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including official acknowledgement of the receipt of the complaint |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (harassment) |
Documentation of decisions or substantive opinions regarding harassment complaint packages, including any additional information, comments of insight provided by labour relations based on their initial screening/triage |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including contact information of complainant |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including grievances, appeals, adjudications |
3 years |
After date of resolution or date of decision by the Public Service Labour Relations Board based on traditional practice |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including mailing address to be used for sending documents to a complainant |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including contact information of complainant’s representative |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including number or identifier of process to which complaint relates, if any |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including date of notice of lay-off, revocation, appointment/proposed appointment (include copy) |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including name of department/agency, branch or sector involved |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including reference to provision of Public Service Employment Act (PSEA) under which complaint is made |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including full factual description of events/circumstances/actions giving rise to complaint |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including signature of complainant or representative, if any |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage complaints (Public Service Staffing Tribunal) |
Documentation of decisions or substantive opinions regarding Public Service Staffing Tribunal packages, including date of complaint |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding disciplinary actions added before, including decision documents: inform union or not |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding disciplinary actions added before, including decision documents: inform union or not |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding disciplinary actions added before, including written record of disciplinary action |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding disciplinary actions added before, including written record of disciplinary action |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including background information on the incident or alleged misconduct |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including background information on the incident or alleged misconduct |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including decision and any action taken related to the application of the Larson Criteria |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including decision and any action taken related to the application of the Larson Criteria |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including any additional information provided by employee |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including any additional information provided by employee |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including documentation of the outcome of employee/witness interviews, including the investigation reports, if any |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including documentation of the outcome of employee/witness interviews, including the investigation reports, if any |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including decision as to whether misconduct took place |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including decision as to whether misconduct took place |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including offer of Employee Assistance Program (EAP) services |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including offer of Employee Assistance Program (EAP) services |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including final investigation results |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including final investigation results |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including employee’s response |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including employee’s response |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including details of previous management responses and applicable prior jurisprudence |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage employee discipline |
Documentation of decisions or substantive opinions regarding discipline information packages, including details of previous management responses and applicable prior jurisprudence |
N/A |
Where retention is specified by collective agreement |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including employee requests |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including employee requests – leave applications (including medical certificates) |
3 years |
After date of leave based on Canada Labour Standards Regulations, s. 24.(2)(h) |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including employee requests – posted notices of modified work schedule for employees not subject to collective agreements |
3 years |
After work performed based on Canada Labour Standards Regulations, s. 24.(2)(n) |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including employee time sheets |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including leave taken forms/entries |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including extra duty worked forms |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including action requests |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including approved change of hours |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including approved change of compressed work week |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including approved action requests |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including employee decision documents |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including medical assessment forms/letters |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including notifications re: return to work |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including lump sum payment forms |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including deduction forms |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage workforce scheduling |
Documentation of decisions or substantive opinions regarding workforce schedules, including leave adjustment forms |
2 years |
After last administrative action, based on Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety |
Minutes of health and safety policy committees |
2 years |
From the date on which the policy meeting was held based on the Safety and Health Committees and Representatives Regulations, s. 9. (4) and NJC OHS Directive, s. 20.9.4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety |
Annual reports of accidents, instances of occupational disease and other hazardous occurrences |
10 years |
After the day on which the reports are made, based on COHS Regulations, s. 15.11 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety |
Findings of reviews of work place violence prevention measures |
3 years |
After reviews conducted, based on COHS Regulations, s. 20.7 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety |
Reports of evaluations of a hazard prevention program |
6 years |
After the date of the report, based on COHS Regulations, s. 19.8(2) |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including OHS details document |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including workplace OHS committee documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including refusal to perform dangerous work escalation information |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including OHS course of action documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including OHS support required documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including offer of Employee Assistance Program (EAP) services |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including preventative measures document |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including workplace OHS committee course of action documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including proposed course of action supporting documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including manager selected course of action documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including Worker’s Compensation Board claim requirements documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including unfounded refusal to work documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including culpable behaviours documentation |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents |
Documentation of decisions or substantive opinions regarding occupational health and safety incidents, including notification of regular workplace OHS monitoring |
2 years |
After last administrative action, based on traditional practice and Privacy Regulations, s. 4 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents - air quality |
Records of indoor air quality complaints and investigations |
5 years |
After last administrative action, based on COHS Regulations, s. 2.27(7) |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents - noise hazards |
Reports of investigations into noise hazards |
10 years |
After the date of the report, based on COHS Regulations, s. 7.3 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents - injuries or illness |
Records of injuries or illnesses requiring first aid |
10 years |
After completion of treatment, based on the NJC OHS Directive, s. 18.2.2 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents - hazardous occurrence |
Reports of details following a hazardous occurrence |
10 years |
After date of hazardous occurrence, based on COHS Regulations, s. 15.11 |
| Human Resources Management |
Workplace Management — Manage occupational health and safety incidents - exposure to hazardous substances |
Reports of investigations into exposure to hazardous substances and records of any related medical examinations |
30 years |
After the report is presented, based on COHS Regulations, s. 10.6, 10.7(4) |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including modified work arrangement accommodation data |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including modified work arrangement accommodation data where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including action requests (facilities, adaptive technology, scheduling) |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including action requests (facilities, adaptive technology, scheduling) where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including requests for leave selected |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including requests for leave selected where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including re-bundling of duties documentation |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including re-bundling of duties documentation where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including redeployment documentation |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including redeployment documentation where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including no alternate job – disability priority documentation |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including no alternate job – disability priority documentation where resource relates to, for example, salary, pension, and has been placed on the employee HR file, based on traditional practice. |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including medical assessment form/letter |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including medical assessment form/letter where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including modified work arrangements/accommodation plan |
Duration of employment plus 2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage modified work arrangements |
Documentation of decisions or substantive opinions regarding case-specific modified work arrangements, including modified work arrangements/accommodation plan where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation notices |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation notices where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including approved business transformation approach documentation |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including approved business transformation approach documentation where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including identification of employees document |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including identification of employees document where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation official notification |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation official notification where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – (surplus to requirements, reasonable job offer (RJO) not available, accept relocation, accept RJO, do not accept RJO) |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – (surplus to requirements, reasonable job offer (RJO) not available, accept relocation, accept RJO, do not accept RJO) where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation data |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including business transformation data where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including offer of Employee Assistance Program (EAP) services |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including offer of Employee Assistance Program (EAP) services where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – surplus to requirements, Reasonable job offer (RJO) not available |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – surplus to requirements, Reasonable job offer (RJO) not available where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – education allowance and leave without pay |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – education allowance and leave without pay where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including no option selected – priority registration information |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including no option selected – priority registration information where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – transition support |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – transition support where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – transition support and separation |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – transition support and separation where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – separate |
2 years |
After employment ends, based on traditional practice |
| Human Resources Management |
Workplace Management — Manage continuous employment (including Workforce Adjustments (WFA)) |
Documentation of decisions or substantive opinions regarding case-specific Workforce Adjustments (WFA), including record of decision – separate where resource relates to, for example, salary, pension, and has been placed on the employee HR file |
Until employee reaches 80 years of age |
Provided that 2 years have elapsed since the last administrative action based on traditional practice |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Requests |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Risk analysis |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal opinions |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal decisions |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal analysis/analyses |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal advice |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Memoranda |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft authorizations, permits, licences, etc. |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reports |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reference material |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Presentations |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Title searches |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Correspondence |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Terms of reference, agenda, meeting notes, minutes, records of decisions |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft Memoranda to Cabinet |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Briefing materials |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Backgrounders |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft TB submissions |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Q&As/FAQs |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Response |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reports and supporting documents, including documentation generated internally |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Checklists, guidelines, procedures, Q&As, templates, forms, handouts, reference material and related forms |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
[Correspondence documenting decisions or substantive opinions] |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations)] |
12 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Requests where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Risk analysis where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal opinions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal decisions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal analysis/analyses where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Legal advice where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Memoranda where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft authorizations, permits, licences, etc. where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reports where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reference material where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Presentations where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Title searches where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Correspondence where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Terms of reference, agenda, meeting notes, minutes, records of decisions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft Memoranda to Cabinet where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Briefing materials where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Backgrounders where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Draft TB submissions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Q&As/FAQs where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Response where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Reports and supporting documents, including documentation generated internally where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
Pertinent legal advice and/or strategies found in Checklists, guidelines, procedures, Q&As, templates, forms, handouts, reference material and related forms where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
[Correspondence documenting decisions or substantive opinions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Legal Advice and Oversight — Legal Advice and Oversight |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Agreements |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Contracts |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Memoranda of understanding |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Title searches |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Authorizations |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Permits |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Treaties |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Real property documents, including leases, covenants, rights of way, easements, transfer documentation, and other land title documents |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Transfers of administration and control |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Relevant drafts of above records that reflect significant change in direction |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Reports |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Party positions |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Templates, forms, checklists and related items |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Q&As/FAQs |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Briefing materials |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Reports and supporting documents, including documentation generated internally |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Checklists, guidelines, procedures, Q&As, templates, forms, handouts, reference material |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Agenda, meeting notes, minutes, records of decisions, terms of reference |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Presentations |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
[Correspondence documenting decisions or substantive opinions] |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations)] |
12 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Agreements where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Contracts where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Memoranda of understanding where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Title searches where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Authorizations where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Permits where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Treaties where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Real property documents, including leases, covenants, rights of way, easements, transfer documentation, and other land title documents where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Transfers of administration and control where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Relevant drafts of above records that reflect significant change in direction where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Reports where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Party positions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Templates, forms, checklists and related items where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Q&As/FAQs where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Briefing materials where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Reports and supporting documents, including documentation generated internally where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Checklists, guidelines, procedures, Q&As, templates, forms, handouts, reference material where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Agenda, meeting notes, minutes, records of decisions, terms of reference where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
Presentations where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
[Correspondence documenting decisions or substantive opinions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Preparation of Legal Documents — Preparation of Legal Documents |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Witness statements |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Formal notices |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Subpoena |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Expert reports, including material generated by departments involved in litigation |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal risk assessments/risk analysis reports |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Input from related business areas |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Injunctions |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Argumentation plans/legal positions/legal opinions |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Formal notices |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Sworn statements/affidavits |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Investigation reports |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Writs of mandamus |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Transcripts of examination for discovery |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Transcripts of hearings |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Disclosure packages |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Briefing notes |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal decision |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Correspondence |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Litigation hold notices, including revisions, advice and guidance |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Presentations |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Checklists, guidelines, procedures, Q&As, templates |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Forms (Document Preservation Action Forms, handouts, reference material) |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Pleadings (Statement of Defence, Statement of Claim, Notices of appeal, Factums, etc.) |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Records from litigation committees (terms of reference, meeting notes, presentations, records of decision, minutes, agendas) |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Strategies for litigation concerning strategic plans, memoranda, legal risk assessment, contingency plans, etc. |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal financial records (quarterly reports on claims and pending and threatened litigation estimates of potential liability or recoveries, etc.) |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Correspondence |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
[Correspondence documenting decisions or substantive opinions] |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations)] |
12 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Witness statements where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Formal notices where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Subpoena where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Expert reports, including material generated by departments involved in litigation where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal risk assessments/risk analysis reports where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Input from related business areas where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Injunctions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Argumentation plans/legal positions/legal opinions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Formal notices where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Sworn statements/affidavits where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Investigation reports where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Writs of mandamus where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Transcripts of examination for discovery where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Transcripts of hearings where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Disclosure packages where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Briefing notes where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal decision where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Correspondence where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Litigation hold notices, including revisions, advice and guidance where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Presentations where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Checklists, guidelines, procedures, Q&As, templates where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Forms (Document Preservation Action Forms, handouts) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Reference material where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Pleadings (Statement of Defence, Statement of Claim, Notices of appeal, Factums, etc.) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Records from litigation committees (terms of reference, meeting notes, presentations, records of decision, minutes, agendas) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Strategies for litigation concerning strategic plans, memoranda, legal risk assessment, contingency plans, etc. where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Legal financial records (quarterly reports on claims and pending and threatened litigation estimates of potential liability or recoveries, etc.) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
Correspondence (Includes correspondence documenting decisions or substantive opinions, and substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
[Correspondence documenting decisions or substantive opinions where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Litigation Services — Litigation Services |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations) where the records relate to First Nations, Inuit and Métis Nation matters or to real property and land] |
25 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Proposals, including policy |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Copy of Memoranda to Cabinet |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Drafting instructions |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Draft bills |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Bill as tabled |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Committee proceedings and materials prepared for that purpose |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Bill as amended in committee if applicable |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Plans, including project plan, consultation plan, communications, etc. |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Profiles of affected industries or other groups |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Analysis |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Overview of additional questions raised during the debates |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Written critique of the proposed amendment |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Briefing notes |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Briefing to the minister |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Questions and answers (Q&As), templates, forms, handouts |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Speeches |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Presentations |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Consultations |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Stakeholder input |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Bill as tabled |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Checklist, guidelines, procedures |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Agenda, meeting notes, minutes, presentations, records of decisions, terms of reference |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Development of statutes |
Parliamentary information packages (backgrounder, clause-by-clause analysis, issues papers, general Q&As caucus and opposition briefing decks, highlight sheets, descriptions of the consultation process) |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Forward regulatory plans |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Proposal and relevant memos to minister |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Analyses of legal environment, costs, enabling authorities and other situations |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Drafting instructions |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Draft regulations |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Regulation as published in Canada Gazette: Part 1 |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Stakeholder consultation and engagement records from all stages of the process, including other government departments and agencies |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Notice of registration of final instrument |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Regulatory management process, including communications plan, compliance and enforcement |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Performance Measurement and Evaluation Plan (PMEP) |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Regulatory Impact Analysis Statement (RIAS) |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
Reviews of the Regulatory Program, including the Regulatory Stock Plan |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
[Correspondence documenting decisions or substantive opinions] |
12 years |
After file closure |
| Legal Services |
Legislative Drafting — Developing regulations and other statutory instruments |
[Substantive drafts (drafts reflecting substantive content-based modifications rather than simple editorial alterations)] |
12 years |
After file closure |
| Science and Technology Activities |
Science and Technology Management (S&T) — Development of policies |
[Science and technology policy instrument documentation] |
N/A |
See Management and Oversight GVT |
| Science and Technology Activities |
Science and Technology Management (S&T) — Development of strategic approaches |
[Science and technology strategic approach documentation] |
N/A |
See Management and Oversight GVT |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
Meetings - Records of decisions/minutes, agenda and support documentation |
10 years |
After completion or other termination of contract |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
Memorandum |
10 years |
After completion or other termination of contract |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
Correspondence |
10 years |
After completion or other termination of contract |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
Contracts |
10 years |
After completion or other termination of contract |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
MOUs |
10 years |
After completion or other termination of contract |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
[Science and Technology legal documentation for contracts] |
N/A |
See Legal Services GVT |
| Science and Technology Activities |
Science and Technology Management (S&T) — Establishment and management of partnerships |
[Science and Technology legal documentation for MOUs] |
N/A |
See Legal Services GVT |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Correspondence |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Records of decisions/minutes, agenda and support documentation |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Approval documentation |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Work plans |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
Research propositions or grant applications |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Alignment with research priorities |
[Science and Technology Grants and Contribution documentation] |
N/A |
See Transfer Payments GVT |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Research notes |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Correspondence |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Records of decisions/minutes, agenda and support documentation |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Wikis/Collaborative Workspaces (debates/discussions between experts/within a scientific community) |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Preliminary hypothesis |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Preliminary work plans |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Project definition |
Bibliography |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Blueprints/ Drawings |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Research notes |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Correspondence |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Draft agreements |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Work plans |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
A/V (Audio-visual) documents |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Data/samples |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Bibliography |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Instruments and devices |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Instruments |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Log books |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Records documenting instrument’s operation and maintenance |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Research notes |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Records documenting instrument’s building specification, drawings, blueprints, photographs, research notes, correspondence, work plans, etc. |
10 years |
After completion of project |
| Science and Technology Activities |
Preliminary Planning (Pertains only to Research and Development (R&D) Activities) — Research preparation |
Printouts from instruments |
10 years |
After completion of project |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Peer comments |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Presentations (decks) |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Speeches |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Drafts of articles or presentations |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Wikis/Collaborative Workspaces (debates/discussions between experts/within a scientific community) |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Correspondence and memorandum |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Draft agreements / research parameters |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Log books |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Printouts from instruments |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Laboratory/Field Notebooks |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Research notes |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Data (bound volumes or loose papers; computer printouts, computer disks, printout from instruments; photographs, slides, moving images, etc.) |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Specimen collections |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Research and Analysis — Research, experiment and data analysis |
Databases |
10 years |
After completion of project or after last action with data set or collection |
| Science and Technology Activities |
Reporting — Drafting |
Draft of reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Draft of articles or presentations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Wikis/Collaborative Workspaces (debates/discussions between experts/within a scientific community) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Peer comments |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Correspondence and memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Preliminary reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Dissertations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Presentations (decks) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Speeches |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Drafting |
Collected and analysed data (photographs; maps; topological surveys; reports; graphs; etc.) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Draft of reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Draft of articles or presentations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Wikis/Collaborative Workspaces (debates/discussions between experts/within a scientific community) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Peer comments |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Correspondence and memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Preliminary reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Dissertations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Presentations (decks) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Speeches |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Consultation |
Collected and analysed data (photographs; maps; topological surveys; reports; graphs; etc.) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Draft of reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Draft of articles or presentations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Wikis/Collaborative Workspaces (debates/discussions between experts/within a scientific community) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Peer comments |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Correspondence and memorandum |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Preliminary reports |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Dissertations |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Presentations (decks) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Speeches |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Presenting results |
Collected and analysed data (photographs; maps; topological surveys; reports; graphs; etc.) |
10 years |
After completion of project |
| Science and Technology Activities |
Reporting — Reporting |
Technical reports |
10 years |
After publication or completion of activity, if published |
| Science and Technology Activities |
Reporting — Reporting |
Abstracts |
10 years |
After publication or completion of activity, if published |
| Science and Technology Activities |
Reporting — Reporting |
Final reports |
10 years |
After publication or completion of activity, if published |
| Science and Technology Activities |
Dissemination of Knowledge — Publication |
Unofficial publications (e.g. open access publication) |
10 years |
After publication |
| Science and Technology Activities |
Dissemination of Knowledge — Publication |
Peer comments |
10 years |
After publication |
| Science and Technology Activities |
Dissemination of Knowledge — Publication |
[Official journal, monograph, or report publications] |
N/A |
See Communications Services GVT |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Dissertations |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Presentations (decks) |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Presentations |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Speeches |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Abstracts |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Newsletters |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Web pages |
10 years |
After completion of activity |
| Science and Technology Activities |
Dissemination of Knowledge — Transmission / Presentations |
Proceedings from a public conference or event |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Presentations (decks) |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Speeches |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Presentations/ Seminars |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Newsletters |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Confidentiality agreement |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Minutes/summary of meeting |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Presentations (decks) |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Presentations (decks) |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Limited diffusion |
Peer comments |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Speeches |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Presentations/ Seminars |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Newsletters |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Confidentiality agreement |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Minutes/summary of meeting |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Presentations |
Peer comments |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Speeches |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Presentations/ Seminars |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Newsletters |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Confidentiality agreement |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Minutes/summary of meeting |
10 years |
After completion of activity |
| Science and Technology Activities |
Diffusion of Information — Consultations |
Peer comments |
10 years |
After completion of activity |
| Science and Technology Activities |
Management of Intellectual Property — Application to obtain/renew intellectual property |
Any documentation required by or received from Canadian Intellectual Property Office (CIPO) or Plant Breeders' Rights Office (PBRO) relating to the application |
2 years |
After the right is granted or application rejected |
| Science and Technology Activities |
Management of Intellectual Property — Application to obtain/renew intellectual property |
[Invoices and receipts related to intellectual property] |
N/A |
See Financial Management GVT |
| Science and Technology Activities |
Management of Intellectual Property — Application to obtain/renew intellectual property |
Correspondence and memoranda |
2 years |
After the right is granted or application rejected |
| Science and Technology Activities |
Management of Intellectual Property — Managing intellectual property |
Any documentation required by or received from Canadian Intellectual Property Office (CIPO) or Plant Breeders' Rights Office (PBRO) which establishes the right |
N/A |
Retain as long as the right is valid |
| Science and Technology Activities |
Technology Transfer — Efforts towards the application of a new technology |
Correspondence and memorandums |
10 years |
After last administrative action |
| Science and Technology Activities |
Technology Transfer — Efforts towards the application of a new technology |
Meetings: Agenda, minutes/records of decisions and support documentation |
10 years |
After last administrative action |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Confidentiality / non-disclosure agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Confidentiality / non-disclosure agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Interim agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Interim agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Feasibility agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Feasibility agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Prototype agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Prototype agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Licence agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Licence agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Licences |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Licences |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Correspondence and memoranda |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Correspondence and memoranda |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Minutes of meetings |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
Minutes of meetings |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Licensing and assignment |
[Legally binding agreements, contracts, decisions licences, or assignments] |
N/A |
See Legal Services GVT |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Confidentiality / non-disclosure agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Confidentiality / non-disclosure agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Interim agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Interim agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Feasibility agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Feasibility agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Prototype agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Prototype agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Licence agreements |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Licence agreements |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Licences |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Licences |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Correspondence and memoranda |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Correspondence and memoranda |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Minutes of meetings |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
Minutes of meetings |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, decision, agreement |
[Legally binding agreements, contracts, decisions licences, or assignments] |
N/A |
See Legal Services GVT |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Expression of interest form / request |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Expression of interest form / request |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Correspondence and memoranda |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Correspondence and memoranda |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Licence to occupy |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Licence to occupy |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Insurance/Evidence of Insurance |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Insurance/Evidence of Insurance |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Meetings: Agenda, minutes/records of decisions and support documentation |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Meetings: Agenda, minutes/records of decisions and support documentation |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Agreements, contracts |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Agreements, contracts |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Preliminary reports / activity reports |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
Preliminary reports / activity reports |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Technology incubation |
[Legal documentation related to technology incubation] |
N/A |
See Legal Services GVT |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Expression of interest form / request |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Expression of interest form / request |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Correspondence and memoranda |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Correspondence and memoranda |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Licence to occupy |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Licence to occupy |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Insurance/Evidence of Insurance |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Insurance/Evidence of Insurance |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Meetings: Agenda, minutes/records of decisions and support documentation |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Meetings: Agenda, minutes/records of decisions and support documentation |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Agreements, contracts |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Agreements, contracts |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Preliminary reports / activity reports |
As specified in agreements |
As specified in agreements |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
Preliminary reports / activity reports |
10 years |
After the signature of the final agreement |
| Science and Technology Activities |
Technology Transfer — Discussion, request/proposal assessment, agreement, follow up |
[Legal documentation related to discussion, request/ proposal assessment, agreements, or follow-ups] |
N/A |
See Legal Services GVT |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program forms |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Application templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Application processes |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Application tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Program templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Program forms |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Program tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Application templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Application processes |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Approving program |
Application tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Program templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Program forms |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Program tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Application templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Application processes |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Implementing program |
Application tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Program templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Program forms |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Program tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Application templates |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Application processes |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Marketing program |
Application tools |
6 years |
After superseded, based on traditional retention practice applied to policy and procedure records (IRBV) of the Comptrollership function |
| Transfer Payments |
Program Development — Designing / redesigning program |
Needs analysis report |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Records of consultation |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Risk assessments |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Risk profiles |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Selected program outcomes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Draft Memorandum to Cabinet (MC) (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Draft TB Submission (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Results-based Management and Accountability Framework (RMAF) / Performance Measurement Strategy (PMS) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Terms and Conditions |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program guidelines |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Strategy documents |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program plans / project plans |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Briefing notes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Promotions strategies |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Program announcements |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Designing / redesigning program |
Promotional materials |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Needs analysis report |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Records of consultation |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Risk assessments |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Risk profiles |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Selected program outcomes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Draft Memorandum to Cabinet (MC) (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Draft TB Submission (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Results-based Management and Accountability Framework (RMAF) / Performance Measurement Strategy (PMS) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Terms and Conditions |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Program guidelines |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Strategy documents |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Program plans / project plans |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Briefing notes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Promotions strategies |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Program announcements |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Approving program |
Promotional materials |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Needs analysis report |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Records of consultation |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Risk assessments |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Risk profiles |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Selected program outcomes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Draft Memorandum to Cabinet (MC) (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Draft TB Submission (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Results-based Management and Accountability Framework (RMAF) / Performance Measurement Strategy (PMS) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Terms and Conditions |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Program guidelines |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Strategy documents |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Program plans / project plans |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Briefing notes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Promotions strategies |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Program announcements |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Implementing program |
Promotional materials |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Needs analysis report |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Records of consultation |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Risk assessments |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Risk profiles |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Selected program outcomes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Draft Memorandum to Cabinet (MC) (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Draft TB Submission (for reference purposes only) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Results-based Management and Accountability Framework (RMAF) / Performance Measurement Strategy (PMS) |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Terms and Conditions |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Program guidelines |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Strategy documents |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Program plans / project plans |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Briefing notes |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Promotions strategies |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Program announcements |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Marketing program |
Promotional materials |
6 fiscal years |
After the end of the fiscal year in which the program closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program Development — Conducting Evaluation |
[Program Evaluation Data Analysis] |
N/A |
See Management and Oversight GVT |
| Transfer Payments |
Program Development — Conducting Evaluation |
[Program Performance Recommendations] |
N/A |
See Management and Oversight GVT |
| Transfer Payments |
Program Development — Conducting Evaluation |
[Management Program Responses to Program Recommendations] |
N/A |
See Management and Oversight GVT |
| Transfer Payments |
Program Development — Conducting Evaluation |
[Management Action Plan Implementation Documents] |
N/A |
See Management and Oversight GVT |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Call for proposals (CFP) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Member of Parliament (MP) letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Receiving Funding Opportunities |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Assessing and recommending funding opportunities |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Making final decision |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Communicating decision |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Developing Funding Agreement |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Approving Funding Agreement |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Communications materials |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Call for proposals |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Correspondence relating to clarifications, recommendations |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Correspondence (acknowledgements) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Completed application forms |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Environmental Assessment Report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Lists of applicants and recipients |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Assessment of applications |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Approved funding recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Rejection recommendation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Risk assessment analysis |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Member of Parliament letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Funding announcement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Communications (press release, event presentation, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Acceptance letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Rejection letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Signed final agreement |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Proactive disclosure documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Agreement administration documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Assessment of project progress |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Recommendation for termination / extension |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Recipient reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Program reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring, Analyzing and Reporting on Progress |
Recommendation for termination |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Payment documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Signed amendment package |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Supplement documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Notice of budget adjustment |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Audit report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Program Management action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Recipient action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Close-out letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Close-out report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Monitoring Grants & Contributions payments |
Closed file |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Payment documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Signed amendment package |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Supplement documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Notice of budget adjustment |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Audit report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Program Management action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Recipient action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Close-out letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Close-out report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Processing Agreement amendments |
Closed file |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Payment documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Signed amendment package |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Supplement documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Notice of budget adjustment |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Audit report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Program Management action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Recipient action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Close-out letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Close-out report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Auditing Recipient |
Closed file |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Payment documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Signed amendment package |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Supplement documentation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Notice of budget adjustment |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Audit report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Program Management action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Recipient action plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Close-out letter |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Close-out report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Program / Project Administration — Closing File |
Closed file |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Delegation of authorities instruments
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Signed expenditure commitments
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Description
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Risk analysis
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Funds availability justification
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Financial coding
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Specimen signature documents
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Funding agreement application (signed)
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Updated funding agreement / amendment
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Financial amount
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Funding agreement data & supporting documents / amendment data
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Repayable installment amounts
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Request for payment / Claims and claim data
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Payment advance / installments documentation (request, approval) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Resolution of discrepancies documentation
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Payment details
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Recipient data (name, address, banking information, etc.)
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Initiating Expenditure and Controlling Commitments |
Notification or invoices |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Delegation of authorities instruments
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Signed expenditure commitments
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Description
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Risk analysis
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Funds availability justification
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Financial coding
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Specimen signature documents
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Funding agreement application (signed)
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Updated funding agreement / amendment
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Financial amount
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Funding agreement data & supporting documents / amendment data
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Repayable installment amounts
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Request for payment / Claims and claim data
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Payment advance / installments documentation (request, approval) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Resolution of discrepancies documentation
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Payment details
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Recipient data (name, address, banking information, etc.)
|
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Transfer Payments |
Managing Grants & Contributions — Managing Issuance and Recovery of Payments / Overpayments |
Notification or invoices |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Request for workspace accommodations (office moves, re-fits, ergonomic adjustments, etc.) |
[Modified work arrangement documentation for government offices] |
N/A |
See Human Resources Management GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Request for workspace accommodations (office moves, re-fits, ergonomic adjustments, etc.) |
[Documents managing acquisition of office furnishings and devices] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Request for workspace accommodations (office moves, re-fits, ergonomic adjustments, etc.) |
[Documents pertaining to the receipt or inspection of government office furnishings and devices] |
N/A |
See Materiel Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Request for workspace accommodations (office moves, re-fits, ergonomic adjustments, etc.) |
[Documents pertaining to the payment of government office furnishings and devices] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Request for workspace accommodations (office moves, re-fits, ergonomic adjustments, etc.) |
[Documents pertaining to the use of government office furnishings and devices] |
N/A |
See Materiel Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Photocopy services |
[Procurement documents for the acquisition of office printers or related devices] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Photocopy services |
[Documents pertaining to the use of government office furnishings and devices] |
N/A |
See Materiel Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Photocopy services |
[Training documents for office furnishings, equipment or devices] |
N/A |
See Human Resources Management GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Photocopy services |
[Documents pertaining to the payment of government office furnishings and devices] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Printing services |
[Procurement documents for printing contracting services] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Printing services |
[Publications printed in-office] |
N/A |
See Communications Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Printing services |
[Documents pertaining to the payment of government office furnishings and devices] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Completed, approved application forms |
2 years |
After permit expires
This is a retention and Disposal Standard governed by the Privacy Act and prescribed by Treasury Board
See Info Source: Sources of Federal Employee Information, Standard Bank PSE 914, Parking |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Notice of cancellation of parking permit |
2 years |
After permit expires
This is a retention and Disposal Standard governed by the Privacy Act and prescribed by Treasury Board
See Info Source: Sources of Federal Employee Information, Standard Bank PSE 914, Parking |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Request for temporary disability parking spot |
2 years |
After permit expires
This is a retention and Disposal Standard governed by the Privacy Act and prescribed by Treasury Board
See Info Source: Sources of Federal Employee Information, Standard Bank PSE 914, Parking |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Correspondence |
2 years |
After permit expires
This is a retention and Disposal Standard governed by the Privacy Act and prescribed by Treasury Board
See Info Source: Sources of Federal Employee Information, Standard Bank PSE 914, Parking |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Parking rating criteria |
2 years |
After last administrative action |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Parking spot waiting list |
2 years |
After last administrative action |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Notification of incidents in parking lot |
2 years |
After last administrative action |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
Parking permit database |
2 years |
After permit expires (for individual entries) |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Parking |
[Documents related to notifying users of changes relating to parking] |
N/A |
See Communications Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Telephone services |
[Documents related to installing telephones or electronic devices into offices] |
N/A |
See Information Technology GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Telephone services |
[Documents managing acquisition of office furnishings and devices] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Telephone services |
[Documents pertaining to the receipt or inspection of government office furnishings and devices] |
N/A |
See Materiel Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Translation services |
[Documents related to translating documents in-office] |
N/A |
See Communications Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Locksmith services |
[Documents for managing contracts related to the provision of locksmith services] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Room Bookings |
[Documents related to reserving room/ building books for events] |
N/A |
See Travel and Other Administrative Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Event logistics |
[Documents related to reserving room/ building books for events] |
N/A |
See Travel and Other Administrative Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Management of contracts related to mail services |
[Documents related to managing contracts on the provision of mail services or processes related to acquiring materiel for mail processing] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive mail |
Suspicious incident / package reports |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive mail |
Signature logs |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive mail |
Manifest |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive mail |
Bulk item register |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive mail |
Receipt delivery forms |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Empty mail bins or bags |
Suspicious incident / package reports |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Empty mail bins or bags |
Signature logs |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Empty mail bins or bags |
Manifest |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Empty mail bins or bags |
Bulk item register |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Empty mail bins or bags |
Receipt delivery forms |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Screen, scan, and sort incoming mail |
Suspicious incident / package reports |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Screen, scan, and sort incoming mail |
Signature logs |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Screen, scan, and sort incoming mail |
Manifest |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Screen, scan, and sort incoming mail |
Bulk item register |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Screen, scan, and sort incoming mail |
Receipt delivery forms |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sign for mail or parcels when required |
Suspicious incident / package reports |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sign for mail or parcels when required |
Signature logs |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sign for mail or parcels when required |
Manifest |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sign for mail or parcels when required |
Bulk item register |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive parcels |
Suspicious incident / package reports |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive parcels |
Signature logs |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive parcels |
Manifest |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive parcels |
Bulk item register |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sign for mail or parcels when required |
Receipt delivery forms |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Receive parcels |
Receipt delivery forms |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Open mail |
Record of Receipt / Cash blotter / Cheque Register (when valuables received) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Deliver Mail to internal clients |
Diplomatic Bag Receipt Signature |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Deliver Mail to internal clients |
Request for registered mail/courier service |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Deliver Mail to internal clients |
Diplomatic Mail tag |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Deliver Mail to internal clients |
Mail reject notification |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Deliver Mail to internal clients |
Lost Mail inquiry |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Send Mail |
Statements of Mailing |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Send Mail |
Manifests |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Send Mail |
Mailing lists |
N/A |
Until superseded or obsolete |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Collect outgoing mail |
Statements of Mailing |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Collect outgoing mail |
Manifests |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Collect outgoing mail |
Mailing lists |
N/A |
Until superseded or obsolete |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sort outgoing mail |
Statements of Mailing |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sort outgoing mail |
Manifests |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Other Administrative Services (Office Services) — Sort outgoing mail |
Mailing lists |
N/A |
Until superseded or obsolete |
| Travel and Other Administrative Services |
Forms Management (regardless of medium of form - paper or electronic) — Forms Analysis |
Transcripts of interviews |
N/A |
Until superseded or obsolete |
| Travel and Other Administrative Services |
Forms Management (regardless of medium of form - paper or electronic) — Forms Design |
Final approved versions of form |
N/A |
Until superseded or obsolete |
| Travel and Other Administrative Services |
Forms Management (regardless of medium of form - paper or electronic) — Forms Control (communication of changes in forms) |
[Documents related to the circulation of inter-departmental forms] |
N/A |
See Communications Services GVT |
| Travel and Other Administrative Services |
Hospitality — Event planning |
Correspondence pertaining to event details |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Hospitality — Event planning |
Planning documents (expense estimates, copies of contracts) |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Hospitality — Event planning |
Attendee lists |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Hospitality — Event planning |
Post event reports |
1 year |
After last administrative use |
| Travel and Other Administrative Services |
Hospitality — Event planning |
[Food services, audio visual support, flowers or other hospitality related contracts] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Hospitality — Remittance of payment |
[Documents related to the payment of invoices] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Hospitality — Proactive Disclosure of hospitality expenses |
[Hospitality expenses disclosure] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Travel — Departmental travel and conference planning |
Long range plans for departmental travel |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Travel — Departmental travel and conference planning |
Approvals for conference attendance |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Travel — Departmental travel and conference planning |
Approvals for speaking at conferences |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Travel — Departmental travel and conference planning |
[Documents related to departmental travel and conference planning] |
N/A |
See Management and Oversight GVT |
| Travel and Other Administrative Services |
Travel — Departmental travel and conference planning |
[Employee performance, learning, development and recognition for conferences and related learning opportunities] |
N/A |
See Human Resources Management GVT |
| Travel and Other Administrative Services |
Travel — Seek and obtain approval to travel |
Training and travel authorization (approved, completed form) |
2 years |
After last administrative use |
| Travel and Other Administrative Services |
Travel — Submit expense reports |
Expense claim form (including boarding pass, hotel receipts, or additional expense receipts for items beyond the per diem) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Travel and Other Administrative Services |
Travel — Submit expense reports |
[Documents related to the payment of invoices] |
N/A |
See Financial Management GVT |
| Travel and Other Administrative Services |
Travel — Management of Taxi Chits (for local travel) |
Taxi chits/receipts |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Travel and Other Administrative Services |
Travel — Management of Taxi Chits (for local travel) |
Annual reporting |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Travel and Other Administrative Services |
Security — Appoint security officer |
[Security strategic and business planning documentation] |
N/A |
See Management and Oversight GVT |
| Travel and Other Administrative Services |
Security — Conduct Threat and Risk Assessment (TRA) |
The records (IRBV) will be captured within the business process requiring a TRA. |
N/A |
N/A |
| Travel and Other Administrative Services |
Security — Conduct Threat and Risk Assessment (TRA) |
[Security strategic and business planning documentation] |
N/A |
See Management and Oversight GVT |
| Travel and Other Administrative Services |
Security — Develop Departmental Security Plan |
Departmental Security Plan |
5 years |
After superseded |
| Travel and Other Administrative Services |
Security — Develop Departmental Security Plan |
[Security strategic and business planning documentation] |
N/A |
See Management and Oversight GVT |
| Travel and Other Administrative Services |
Security — Develop a Business Continuity plan |
[Security strategic and business planning documentation] |
N/A |
See Management and Oversight GVT |
| Travel and Other Administrative Services |
Security — Develop a Business Continuity plan |
Business Continuity plan |
5 years |
After superseded |
| Travel and Other Administrative Services |
Security — Conduct security training and awareness |
[Internal security training documentation] |
N/A |
See Human Resources Management GVT |
| Travel and Other Administrative Services |
Security — Conduct security training and awareness |
[Internal communications for security training and awareness] |
N/A |
See Communications Services GVT |
| Travel and Other Administrative Services |
Security — Implement Control Access security measures |
Visitor Logs / Temporary visitor pass log |
1 year |
After last administrative action |
| Travel and Other Administrative Services |
Security — Implement Control Access security measures |
Out of hours register |
1 year |
After last administrative action |
| Travel and Other Administrative Services |
Security — Assign employee ID badges (including updating every five years) |
Information resources for employee ID cards – name, colour photograph/digital image, name of issuing department, expiry date, unique identifier |
2 years |
After expiry of badge
This is a retention and disposal standard governed by the Privacy Act and prescribed by Treasury Board that must be adhered to |
| Travel and Other Administrative Services |
Security — Personnel Security |
[Documentation managing the security screenings of new candidates or employees] |
N/A |
See Human Resources Management GVT |
| Travel and Other Administrative Services |
Security — Manager initiates request for screening |
Request |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Candidate completes screening form |
Request |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Form is sent to security agency for screening |
Request |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Results of screening are received |
Request |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager/Candidate is notified |
Request |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager initiates request for screening |
Completed security screening form |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Candidate completes screening form |
Completed security screening form |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Form is sent to security agency for screening |
Completed security screening form |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Results of screening are received |
Completed security screening form |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager/Candidate is notified |
Completed security screening form |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager initiates request for screening |
Request to security agency to undertake screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Candidate completes screening form |
Request to security agency to undertake screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Form is sent to security agency for screening |
Request to security agency to undertake screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Results of screening are received |
Request to security agency to undertake screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager/Candidate is notified |
Request to security agency to undertake screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager initiates request for screening |
Results of screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Candidate completes screening form |
Results of screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Form is sent to security agency for screening |
Results of screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Results of screening are received |
Results of screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager/Candidate is notified |
Results of screening |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager initiates request for screening |
Notification of results to candidate/manager |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Candidate completes screening form |
Notification of results to candidate/manager |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Form is sent to security agency for screening |
Notification of results to candidate/manager |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Results of screening are received |
Notification of results to candidate/manager |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Manager/Candidate is notified |
Notification of results to candidate/manager |
2 years |
After employee leaves the institution for which the clearance was undertaken |
| Travel and Other Administrative Services |
Security — Establish electronic access methods (card access, pin access, biometric access, electric locks, electronic strikes, magnetic locks, turnstiles) |
[Documentation for building/ room access management] |
N/A |
See Real Property Services GVT |
| Travel and Other Administrative Services |
Security — Establish electronic access methods (card access, pin access, biometric access, electric locks, electronic strikes, magnetic locks, turnstiles) |
[Procurement documentation of new security systems, devices or equipment or physical security measures] |
N/A |
See Acquisition Services GVT |
| Travel and Other Administrative Services |
Security — Establish electronic access methods (card access, pin access, biometric access, electric locks, electronic strikes, magnetic locks, turnstiles) |
[Installation or servicing documentation of security systems or physical security measures] |
N/A |
See Materiel Services GVT |
| Travel and Other Administrative Services |
Security — Screen material entering a facility |
[Mail security screening documentation] |
N/A |
See Travel and Other Administrative Services GVT |
| Travel and Other Administrative Services |
Security — Transport or Transmittal of protected or classified information resources |
[Documentation pertaining to the transmission of protected or classified documents] |
N/A |
See Information Technology GVT |
| Travel and Other Administrative Services |
Security — Determine security level of information resource |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Obtain the permission of the Departmental Security Officer to transport or transmit (for protected C, Secret and Top Secret material) |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Inventory material, retain copy of inventory on site, send original with material being transported |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Notify intended recipient of material in advance of shipping (Top Secret) |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Package material appropriately for transport or prepare for transmittal |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Transmit |
Permission from Data security officer (DSO) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Determine security level of information resource |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Obtain the permission of the Departmental Security Officer to transport or transmit (for protected C, Secret and Top Secret material) |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Inventory material, retain copy of inventory on site, send original with material being transported |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Notify intended recipient of material in advance of shipping (Top Secret) |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Package material appropriately for transport or prepare for transmittal |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Transmit |
Inventory of material |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Determine security level of information resource |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Obtain the permission of the Departmental Security Officer to transport or transmit (for protected C, Secret and Top Secret material) |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Inventory material, retain copy of inventory on site, send original with material being transported |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Notify intended recipient of material in advance of shipping (Top Secret) |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Package material appropriately for transport or prepare for transmittal |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Transmit |
Notification to intended recipient |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Determine security level of information resource |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Obtain the permission of the Departmental Security Officer to transport or transmit (for protected C, Secret and Top Secret material) |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Inventory material, retain copy of inventory on site, send original with material being transported |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Notify intended recipient of material in advance of shipping (Top Secret) |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Package material appropriately for transport or prepare for transmittal |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Transmit |
Transmittal Note and Receipt Form (GC-44) |
2 years |
After material has been transmitted or transported |
| Travel and Other Administrative Services |
Security — Information Technology Security |
[IT security or risk documentation] |
N/A |
See Information Technology GVT |
| Travel and Other Administrative Services |
Security — Monitoring and Reporting of Security Incidents |
Monitoring reports |
N/A |
Due to the range of possible security incidents, a generic retention recommendation is not possible, but retention should be based on business needs relating to the type of incident |
| Travel and Other Administrative Services |
Security — Monitoring and Reporting of Security Incidents |
Incident or threat report |
N/A |
Due to the range of possible security incidents, a generic retention recommendation is not possible, but retention should be based on business needs relating to the type of incident |
| Travel and Other Administrative Services |
Security — Monitoring and Reporting of Security Incidents |
Correspondence with Public Safety on incident or threat |
N/A |
Due to the range of possible security incidents, a generic retention recommendation is not possible, but retention should be based on business needs relating to the type of incident |
| Travel and Other Administrative Services |
Security — Monitoring and Reporting of Security Incidents |
Notification to appropriate Law Enforcement Agency |
N/A |
Due to the range of possible security incidents, a generic retention recommendation is not possible, but retention should be based on business needs relating to the type of incident |
| Travel and Other Administrative Services |
Security — Monitoring and Reporting of Security Incidents |
Correspondence with legal services |
N/A |
Due to the range of possible security incidents, a generic retention recommendation is not possible, but retention should be based on business needs relating to the type of incident |
| Travel and Other Administrative Services |
Security — Security incidents related to IT |
[IT security incident documentation] |
N/A |
See Information Technology GVT |
| Travel and Other Administrative Services |
Security — Security incidents related to real property |
[Security incident documentation on government property] |
N/A |
See Real Property Services GVT |
| Travel and Other Administrative Services |
Security — Security incidents related to workplace harassment |
[Security incident documentation related to workplace harassment] |
N/A |
See Human Resources Management GVT |
| Acquisition Services |
Assess and Plan — Assess and plan requirements |
Information resources related to planning and evaluation |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Evaluate existing assets and resources |
Information resources related to planning and evaluation |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Assess current and future organizational needs |
Information resources related to planning and evaluation |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Assess and plan requirements |
Needs assessment information resources |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Evaluate existing assets and resources |
Needs assessment information resources |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Assess current and future organizational needs |
Needs assessment information resources |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Assess and plan requirements |
[Long-term planning documentation] |
N/A |
See Management and Oversight GVT |
| Acquisition Services |
Assess and Plan — Evaluate existing assets and resources |
[Long-term planning documentation] |
N/A |
See Management and Oversight GVT |
| Acquisition Services |
Requirements Definition — Initiate the project |
Correspondence with Public Works and Government Services Canada (PWGSC) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Assess and Plan — Assess current and future organizational needs |
[Long-term planning documentation] |
N/A |
See Management and Oversight GVT |
| Acquisition Services |
Requirements Definition — Initiate the project |
Meeting agenda, notes, record of decision |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Initiate the project |
Approved Specific Service Agreement (SSA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Initiate the project |
Approved Project Charter |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Market Survey |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Make or buy analysis |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Options analysis/business case |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Cost benefit analysis (CBA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Life cycle costing analysis |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Define the need |
Legal advice |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Determine the method of supply |
Decision information resources |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Determine the method of supply |
Sole source justification |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Determine the method of supply |
Justification of non-competitive process |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Determine the method of supply |
Acceptance/rejection of sole source decision |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Establish a budget and source of funds |
Preliminary budget (preliminary cost estimates and schedules) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Establish a budget and source of funds |
Expenditure approval |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Translated, approved Statement of Work (SOW) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Amendments to Statement of Work (SOW) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Foreground information (intellectual property) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Record of advice from Advertising Coordination and Partnerships Directorate (ACPD) (where applicable) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Information resources relating to environmental considerations |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Privacy impact assessment (PIA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Inventories and source lists |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Develop the Solicitation Documents |
Qualified products list |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Assess Risk |
[Risk Management/ Plan Risk assessment for generic processes and associated generic records] |
N/A |
See Management and Oversight GVT |
| Acquisition Services |
Requirements Definition — Assess Risk |
Procurement Risk Assessment Tool |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Consult real property investment board (RPIB) (when acquisitions of real property are involved) |
Correspondence with Real Property Investment Board (RPIB) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Security requirements checklist (SRCL) signed by Project Authority, Security Authority, and Canadian Industrial Security Directorate (CISD) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Security requirements checklist (SRCL) signed by Project Authority, Security Authority, and Canadian Industrial Security Directorate (CISD) Threat and Risk Assessment/Project Complexity and Risk Assessment (PCRA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Correspondence with the Canadian Industrial Security Directorate |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Correspondence with PWGSC |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Designated Screening (DOS) application |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Identify security requirements |
Facility Security Clearance (FSC) application |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Acknowledgment of requisition |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Original requisition and any requisition amendments, related correspondence |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Price and Availability Enquiry (P&A) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Request for Information (RFI) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Letter of Interest (LOI) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Form: PWSGC 9200 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Complexity Assessment Tool |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Statement of Capability |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Statement of interest |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Raise the Requisition |
Invitation to participate |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Requirements Definition — Commit funds in financial system |
Entries into SAP (contract/commitment, amendment, call up, information, approval) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Approved Preliminary Project Plan (PPP) (PPA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Approved Feasibility Report (FR) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Project Charter |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Centre of Expertise/Owner Investor/Analyst Report |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Project complexity and risk assessment (PCRA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Investment Analysis Report (IAR) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Lease Project Approval (LPA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Approved procurement plan (copy of, or note to file with procurement number) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Project Identification |
Identification Close Out Document (ICOD) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Validate the justification for exceptions to the Government Contracts Regulations and trade agreements |
Exception justification documents (PWGSC-TPSCG 563, attestation form) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Validate the justification for exceptions to the Government Contracts Regulations and trade agreements |
Documents related to obligations under Comprehensive Land Claim Agreements (CLCA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Validate the justification for exceptions to the Government Contracts Regulations and trade agreements |
Documents relating to obligations under World Trade Organization Agreement on Government Procurement (WTO-AGP) or North American Free Trade Agreement (NAFTA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Turnaround Document/TB project approval (depending on the scope of the project) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Ministerial approval (where appropriate) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Procurement Review Committee (PRC) detail documents |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Procurement Review Committee (PRC) record of decision |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Project Review Advisory Committee (PRAC) report |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Approvals |
Other approvals as required by the process |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Involvement of Fairness Monitor |
Fairness Monitoring Coverage Assessment and Recommendation form 587 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Involvement of Fairness Monitor |
Reports from Fairness Monitor |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Procurement Planning — Develop Bid Evaluation Criteria |
Evaluation Criteria documents (criteria, scoring guide, evaluation plan, scoring sheets, rough notes, consensus scoring, technical evaluation report, weighted list) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Solicitation |
Preparatory documents for Government Electronic Tendering System (GETS) posting |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Solicitation |
Translated questions and answers from Government Electronic Tendering System (GETS) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Solicitation |
Bid Solicitation documents including: Notice of proposed procurement (NPP); Advanced Contract Award Notice (ACAN) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Receipt of Bids |
Confirmation of receipt of bid |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Receipt of Bids |
Tracking of bids (bid management control mechanism) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Withdrawal of Bid |
Written withdrawal of bid/tender |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Engagement of Bidders |
Responses to interested suppliers |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Engagement of Bidders |
Documents from bidders conference/site visits (agenda, minutes of bidders conference) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Engagement of Bidders |
Correspondence resulting from site visit |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Engagement of Bidders |
Amended Statement of Work (SOW) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Documents from evaluation meetings |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of responses to supplier inquiries |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of evaluations of financial and technical proposals |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of documents determining the successful bidder |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of procurement agreements |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of Approval documents |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of approved contracts |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copy of Loan Agreement (where the Crown is obligated to provide the contractor with certain items), and related cost benefit analysis (CBA) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Copies of suppliers bid submissions |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Conflict of interest declaration |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Bid Evaluation |
Report to Innovation, Science and Economic Development Canada (ISED) of identical bids |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Solicitation Activities — Confirm Security Clearances |
Security Clearance documents |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Contract Approval information resource |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Copy of winning bid |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Notification to winning bidder |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Government Electronic Tendering System (GETS) entry of winning bidder |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Contract Award Notice |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Award Contract |
Copy of formal contract awarded |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Debrief unsuccessful bidders |
Correspondence with unsuccessful bidders |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Debrief unsuccessful bidders |
Notes from oral debriefing (based on notes from the evaluation sessions) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Respond to challenges to the procurement decisions |
Challenge from supplier |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Respond to challenges to the procurement decisions |
Input into the legal responses as required |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Respond to challenges to the procurement decisions |
Validation of challenge from appropriate authority |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Respond to challenges to the procurement decisions |
Access to information inquiries and responses |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Acquire |
Operating Lease, Capital Lease, Licence, MOU (information resources pertaining to the acquisition of the Real Property) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Award — Acquire |
Legal advice or information resources relating to the acquisition of real property |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Commencement of work, receipt of goods |
[Receipt of Goods] |
N/A |
See Materiel Services GVT |
| Acquisition Services |
Contract Administration — Monitor progress |
Progress review reports |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Minutes from meetings with team/contractors |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Documents resulting from examinations of the work in progress, examination of goods |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Contract amendments as required |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Project audits (financial and technical) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Copies of written notice from the Contractor in the event of a delay with a work-around plan |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Copy of contract amendment |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Monitor progress |
Correspondence indicating agreement with the amendment from the contractor |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Task Authorizations |
Contract Planning and Advance Approval Form |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Address Performance Issues |
Copies of written notification from PWGSC regarding poor performance |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Address Performance Issues |
Correspondence with the Procurement Officer in the event of issues with the commodity following delivery |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Payment on progress claims |
[Signed Invoices of progress claims] |
N/A |
See Financial Management GVT |
| Acquisition Services |
Contract Administration — Payment on progress claims |
Copy of invoice sent to finance (with signature); progress claims |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Assign the contract (in specific circumstances, as detailed by the negotiated contract) |
Correspondence with Legal Services |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Assign the contract (in specific circumstances, as detailed by the negotiated contract) |
Formal assignment document assigning the contract to a third party |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Amend the contract |
Design Change/Deviation form PWGSC/TPSGC 9038 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Amend the contract |
Formal Contract Amendment |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Amend the contract |
Correspondence with Legal Services |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Dispute Resolution |
Correspondence with the Contract Conflict Management Office |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Dispute Resolution |
Copies of correspondence with contractor to resolve contract dispute |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Raise a warranty claim (when necessary) |
Correspondence with Procurement Specialist regarding a warranty issue |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Raise a warranty claim (when necessary) |
Copies of correspondence with the contractor to resolve a warranty issue |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Notice of Termination |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Correspondence with Legal Services |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Correspondence with PWGSC procurement specialist |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Copy of correspondence with contractor to terminate the contract in full or in part |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Stop Work Order/notice of suspension of services (and subsequent cancellation if the issue is resolved) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Written notice of Crown’s intent to terminate all or part of the contract for default, convenience or mutual consent |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Correspondence with CISD |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Administration — Termination of contract |
Correspondence with Contract Conflict Management Office (CCMO) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Copies of final payment claim, certified as per Section 34 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Copies of final payment claim, certified as per Section 34 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Copy of cost submission from contractor |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Copy of cost submission from contractor |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Acquisition card statement (as received from Finance) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Acquisition card statement (as received from Finance) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Verification documents of total time charged |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Verification documents of total time charged |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Correspondence related to cheque requisition for bill of exchange |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Correspondence related to cheque requisition for bill of exchange |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Approve final payments |
Correspondence related to release of letters of credit or other negotiable instruments deposited at the start of the process |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Return contract financial security |
Correspondence related to release of letters of credit or other negotiable instruments deposited at the start of the process |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Evaluate Contract |
Copy of audit report |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Evaluate Contract |
Evaluation |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Evaluate Contract |
Post-contract report on Environmental Assessment |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Evaluate Contract |
Client Satisfaction Survey |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Evaluate Contract |
Termination for convenience audit |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract |
| Acquisition Services |
Contract Close-out — Report on contracts |
TBS data cap annual report |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Decentralized activity report |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
TBS proactive disclosure |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Procurement Strategy for Indigenous Business (PSAB) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Comprehensive Land Claim Agreement (CLCA) reports |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Ad hoc reporting on standing offer |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Spend cube data |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Proactive disclosure information resources |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Annual report to TBS on intellectual property above $25,000 |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Intellectual property disclosure |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Annual performance report of the Procurement Strategy for Aboriginal Business units (PSAB) |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Sustainable Development Strategies (SDS) reports |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Audit on cost reimbursable contract |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Discretionary audit |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Acquisition Services |
Contract Close-out — Report on contracts |
Time verification audit |
6 fiscal years |
After the end of the fiscal year after the end of the life of the asset or termination of contract
|
| Authorization |
Management of Applications — Receiving applications |
Application forms |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Management of Applications — Receiving applications |
Supporting documentation (for example, checklists, architectural drawings, procedure manuals) |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Management of Applications — Receiving applications |
Public notice of application |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Training — Plan course |
Substantive drafts and final copies including:
- Training plan
- Curriculum material
- Standard exams |
2 years |
After superseded |
| Authorization |
Training — Deliver course |
Substantive drafts and final copies including:
- Training plan
- Curriculum material
- Standard exams |
2 years |
After superseded |
| Authorization |
Training — Evaluate students |
Participant list |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Training — Evaluate students |
Notification of evaluation to the student |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Planning assessment process |
Assessment plan |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Planning assessment process |
Request for information (RFI) |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Planning assessment process |
Record of decision regarding need for environmental assessment |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Inspection reports |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Summary of research and technical evaluations |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Environmental assessment reports |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Audits |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Standard exams |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Board review |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Correspondence and coordination with other institutions, levels of government or jurisdictions, and non-government institutions |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Researching and validating claims in application |
Reports from other institutions and jurisdictions |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing Public Consultations |
[Public Consultations required to Grant License] |
N/A |
See Communications Services GVT |
| Authorization |
Assessment of Applications — Managing hearings |
Any document that initiated the proceeding |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Notice given of proceeding |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Notice of hearing |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Subpoenas |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Summons |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Discovery order |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Documentary evidence |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Written expert reports |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Objects or photos of objects |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Affidavits |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Transcripts/recordings of proceedings |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Summary of oral evidence |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Application for intervention |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Application for postponement |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Motion for particulars |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Motion for inadmissibility |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Application to amend |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Request for extension of deadline for submissions |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Request for change of decision-maker |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Request for exclusion of witnesses or in camera hearing |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Application to set aside a proceeding for irregularity |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Notification of withdrawal by applicant |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Response of Tribunal/Board to above (including dismissal of case) |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Notice of postponement |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Assessment of Applications — Managing hearings |
Notice of adjournment |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Making decision based on assessment |
Documentation of decision (and reasons for decision) |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Making decision based on assessment |
Minutes from committees tasked to make assessment decisions |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Making decision based on assessment |
Letter of approval or authority |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Making decision based on assessment |
Letter of refusal |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Issuing licenses, permits, certificates |
Certificates, licences or other instruments of authorization |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Issuing licenses, permits, certificates |
Delegation of executive authority |
2 years |
After the licence or certificate has expired or is superseded or revoked |
| Authorization |
Making a Decision — Issuing amendment |
Amendment or modification to licence |
2 years |
After the licence or certificate has been amended |
| Authorization |
Making a Decision — Managing appeal process |
Correspondence |
2 years |
After appeal decision |
| Authorization |
Making a Decision — Managing appeal process |
Appeal notice |
2 years |
After appeal decision |
| Authorization |
Making a Decision — Managing appeal process |
Review decision |
2 years |
After appeal decision |
| Authorization |
Collection of User Fees — Collection of User Fees |
[Applications, licenses or certificates subject to fees] |
N/A |
See Financial Management GVT |
| Authorization |
On-going Management of Licensed Communities — Maintaining registries of authorized companies, individuals |
Registry of companies, individuals with authorized status |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Maintaining registries of authorized companies, individuals |
Correspondence with other institutions or levels of government |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Coordination with other institutions or levels of government re. authorizing activities |
Registry of companies, individuals with authorized status |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Coordination with other institutions or levels of government re. authorizing activities |
Correspondence with other institutions or levels of government |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Documentation of change in applicability (e.g. notification of change from licensee) |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Request from licensee for change |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Notice of cancellation of licence |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Reports/statistics from licensees |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Declaration of continuance of qualifications |
2 years |
After last administrative action |
| Authorization |
On-going Management of Licensed Communities — Modification or amendment of licence (e.g. cancellation, reduction) |
Verification of status of qualifications |
2 years |
After last administrative action |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Guidance materials (e.g., drafters’ guides, tools, timelines) |
1 year |
After superseded or obsolete |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Correspondence/advice |
2 years |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Annotated drafts |
2 years |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Emails |
2 years |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Notes |
2 years |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and guidance on the preparation of Cabinet materials [e.g., Memoranda to Cabinet (MCs), aides-mémoire, decks] |
Comments |
2 years |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Briefing notes (for issues pertaining to internal matters or when the institution is the lead or co-sponsor of Cabinet materials) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Briefing notes (for issues pertaining to external matters or when the institution is not the lead or co-sponsor of Cabinet materials) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Correspondence/advice (for issues pertaining to internal matters or when the institution is the lead or co-sponsor of Cabinet materials) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Correspondence/advice (for issues pertaining to external matters or when the institution is not the lead or co-sponsor of Cabinet materials) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Decks (for issues pertaining to internal matters or when the institution is the lead or co-sponsor of Cabinet materials) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Decks (for issues pertaining to external matters or when the institution is not the lead or co-sponsor of Cabinet materials) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Briefing materials/meeting package (for issues pertaining to internal matters or when the institution is the lead or co-sponsor of Cabinet materials) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Advising — Providing advice and analysis to senior management relating to the public policy direction of the department and of other departments and agencies |
Briefing materials/meeting package (for issues pertaining to external matters or when the institution is not the lead or co-sponsor of Cabinet materials) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Correspondence/advice |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Routing slips |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Meeting summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Meeting summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Internal summaries of proceedings (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Internal summaries of proceedings (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Correspondence (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Correspondence (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Comments (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Comments (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Meeting minutes (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Meeting minutes (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Decision documents/next steps/summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Decision documents/next steps/summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Records of decision (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising within the department with internal operational staff as well as with the deputy minister and minister’s offices |
Records of decision (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Correspondence/advice |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Routing slips |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Meeting summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Meeting summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Internal summaries of proceedings (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Internal summaries of proceedings (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Correspondence (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Correspondence (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Comments (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Comments (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Meeting minutes (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Meeting minutes (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Decision documents/next steps/summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Decision documents/next steps/summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Records of decision (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Liaising with central agencies, line departments, and portfolio agencies to coordinate the preparation of Cabinet materials (e.g., MCs, aides-mémoire, decks) |
Records of decision (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Correspondence/advice |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Routing slips |
2 years |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Meeting summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Meeting summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Internal summaries of proceedings (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Internal summaries of proceedings (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Correspondence (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Correspondence (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Comments (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Comments (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Meeting minutes (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Meeting minutes (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Decision documents/next steps/summaries (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Decision documents/next steps/summaries (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Records of decision (for issues pertaining to matters directly affecting the institution, i.e., when the institution is the lead) |
5 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Cabinet Affairs |
Coordinating and Liaising — Representing the department at interdepartmental meetings in consideration of Cabinet documents prepared by other departments |
Records of decision (for issues pertaining to external matters, i.e., when the institution is not the lead) |
2 years within an active retention context (e.g., online, near line, on site storage) and an additional 20 years within an inactive or dormant retention context (e.g., off-line, off-site storage) |
After last administrative use |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Approved procedures |
5 years |
After superseded |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Rules and specifications |
5 years |
After superseded |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
User Security Profiles (Note: these records (IRBV) could be found instead within IT or security processes and would instead have business value within those processes) |
2 years |
After last administrative use |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Use/permission transactions (Note: these records (IRBV) could be found instead within IT or security processes and would instead have business value within those processes) |
2 years |
After last administrative use |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Metadata definitions |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Controlled value sets |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Classification structures, taxonomies and indexing systems |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Retention and Disposition Schedule |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Records of transfer (alienation) |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Records of transfer (to LAC) |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Record of destruction |
10 years |
After information resources transferred or destroyed |
| Information Management |
Records and Document Management Services — Creating, acquiring, capturing, managing in a departmental repository, and using information resources of business value as strategic assets |
Disposition authority (related information resources) |
2 years |
After Disposition Authority is superseded or amended by the Librarian and Archivist of Canada |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Business rules |
5 years |
After superseded |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Procedures |
5 years |
After superseded |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Value chain analysis |
2 years |
After last administrative use |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Data requirements |
2 years |
After last administrative use |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Structural Design Models |
2 years |
After last administrative use |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Information and functional models |
2 years |
After last administrative use |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Metadata Application Profile |
2 years |
After last administrative use |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Program/Business Unit specific data structures |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Reference data values |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Controlled value sets |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Metadata definitions |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Metadata registry/repository |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Classification structures |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Data Management Registry |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Catalogue of information artifacts |
10 years |
After data transferred or destroyed |
| Information Management |
Data Management Services — Developing and executing architectures, policies, practices and procedures to support the full data lifecycle needs of an organization |
Metadata retention criteria |
10 years |
After data transferred or destroyed |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Procedures |
5 years |
After superseded |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Strategy and plans for Web content architecture |
2 years |
After last administrative use |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Web content information risk profiles |
2 years |
After last administrative use |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Web content development workflow |
2 years |
After last administrative use |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Web content architecture |
10 years |
After Web content transferred or destroyed |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Web content accessibility structures |
10 years |
After Web content transferred or destroyed |
| Information Management |
Web Content Management Services — Creating, editing, reviewing, version controlling, storing, organizing, searching, retrieving, publishing and archiving Web content |
Web metadata |
10 years |
After Web content transferred or destroyed |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Transfer policy |
5 years |
After superseded |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Assessment of information resources of long-term or continuing value |
2 years |
After last administrative use |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Availability requirements |
2 years |
After last administrative use |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Preservation requirements |
2 years |
After last administrative use |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Technical specifications for transfer |
2 years |
After last administrative use |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Record of lending |
2 years |
After last administrative use |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Thematic Guides or Finding Aids |
10 years |
After information resources transferred or destroyed |
| Information Management |
Archival Services — Organizing, preserving and providing access to archives to support evidence needs and the corporate memory of an organisation |
Descriptions |
10 years |
After information resources transferred or destroyed |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Business rules |
5 years |
After superseded |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Business vocabulary |
5 years |
After superseded |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Data quality requirements |
2 years |
After last administrative use |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Metadata requirements |
2 years |
After last administrative use |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Classification System of Record |
2 years |
After last administrative use |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Reports on corporate operational data |
2 years |
After last administrative use |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Relational and multi-dimensional data structures |
10 years |
After data transferred or destroyed |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Data schemes |
10 years |
After data transferred or destroyed |
| Information Management |
Business Intelligence and Decision Support Services — Capturing, organizing, mining, protecting, analyzing, querying, and reporting information |
Data sets, data stores and data cubes |
10 years |
After data transferred or destroyed |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Collection policies |
5 years |
After superseded |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Procedures |
5 years |
After superseded |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Library function rules |
5 years |
After superseded |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Client needs assessment |
2 years |
After last administrative use |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Records of selection and acquisition (purchase, subscription, exchange or donation) |
2 years |
After last administrative use |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Record of loans (internal or inter-library) |
2 years |
After last administrative use |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Controlled subject vocabularies and taxonomies |
10 years |
After publications transferred or destroyed |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Catalogues |
10 years |
After publications transferred or destroyed |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Indices |
10 years |
After publications transferred or destroyed |
| Information Management |
Library Services — Acquiring, classifying, using, preserving, and disposing of published material |
Library repository |
10 years |
After publications transferred or destroyed |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Departmental ATI policy requirements |
5 years |
After superseded |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Rules |
5 years |
After superseded |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Procedures |
5 years |
After superseded |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Best practices |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Personal information banks (PIB) |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Information structures about personal information banks (PIB) |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Privacy Impact Assessments (PIA) |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Request (access to information) |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Record of decision of information collected |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Correspondence with requester |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Disclosure of agency submissions |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Recommendations |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Affidavits in support of litigation responses |
2 years |
After last administrative use |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Request (access to personal information) |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Record of decision of information collected |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Record of privacy incident or breach |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Assessment of privacy incident or breach |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Correspondence with requester |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Disclosure of agency submissions |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Recommendations |
2 years |
Following the date on which the request was received |
| Information Management |
Access to Information and Privacy Services — Identifying required information, conducting comprehensive searches of government information records, preserving and protecting requested information, identifying necessary exceptions, and disclosing information available to the public |
Affidavits in support of litigation responses |
2 years |
Following the date on which the request was received |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Rules |
5 years |
After superseded |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Plans |
2 years |
After last administrative use |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Record of consultations, advisories |
2 years |
After last administrative use |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise information architecture master plan |
2 years |
After last administrative use |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise metadata strategy |
2 years |
After last administrative use |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise Information Model |
10 years |
After information resource transferred or destroyed |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Subject area information models |
10 years |
After information resource transferred or destroyed |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise taxonomies |
10 years |
After information resource transferred or destroyed |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise metadata definitions |
10 years |
After information resource transferred or destroyed |
| Information Management |
Information Architecture Services — Structuring of the information components of an enterprise, the identification of interrelationships, and the principles and guidelines governing their design and evolution over time to support the sharing, reuse, horizontal aggregation, and analysis of information |
Enterprise reference data values |
10 years |
After information resource transferred or destroyed |
| Investigating |
Preliminary Reviewing — Receive complaint |
Complaint/request/occurrence notification (e.g. letter, email) |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Receive complaint |
Complaint/request/occurrence notification (e.g. letter, email) |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Receive complaint |
Acknowledgement letter to complainant |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Receive complaint |
Acknowledgement letter to complainant |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Notify subject |
Correspondence with subject |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Notify subject |
Correspondence with subject |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Determine validity of complaint |
Case assessment |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Determine validity of complaint |
Case assessment |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Determine validity of complaint |
Case file |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Determine validity of complaint |
Case file |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Make decision whether or not to investigate |
Record of decision |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Make decision whether or not to investigate |
Record of decision |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Inform complainant, subject, other institutions or companies as required |
Correspondence |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Inform media if necessary |
Correspondence |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Inform complainant, subject, other institutions or companies as required |
Correspondence |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Inform media if necessary |
Correspondence |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Inform complainant, subject, other institutions or companies as required |
Preliminary safety advisories |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Inform media if necessary |
Preliminary safety advisories |
10 years |
After case closed if investigation does not proceed |
| Investigating |
Preliminary Reviewing — Inform complainant, subject, other institutions or companies as required |
Preliminary safety advisories |
25 years |
After case closed if investigation goes forward |
| Investigating |
Preliminary Reviewing — Inform media if necessary |
Preliminary safety advisories |
25 years |
After case closed if investigation goes forward |
| Investigating |
Planning — Assign investigators |
No information resources of business value (records (IRBV)) are created in this process |
N/A |
N/A |
| Investigating |
Planning — Plan investigation |
Investigation plan |
25 years |
After case closed |
| Investigating |
Planning — Plan investigation |
Evidence collection system |
25 years |
After case closed |
| Investigating |
Planning — Plan investigation |
Investigators’ notebooks |
25 years |
After case closed |
| Investigating |
Planning — Acquire necessary tools of authority |
Correspondence to obtain authorities |
25 years |
After case closed |
| Investigating |
Planning — Acquire necessary tools of authority |
Warrants (to enter property, seize and detain property, examen and obtain documents) |
25 years |
After case closed |
| Investigating |
Planning — Acquire necessary tools of authority |
Production orders |
25 years |
After case closed |
| Investigating |
Planning — Liaise with other departments or authorities, as necessary |
Discussion logs |
25 years |
After case closed |
| Investigating |
Planning — Liaise with other departments or authorities, as necessary |
Correspondence |
25 years |
After case closed |
| Investigating |
Researching — Review supporting documentation |
No records (IRBV) are created in this process |
N/A |
N/A |
| Investigating |
Researching — Liaise with other departments or authorities as necessary |
Discussion logs |
25 years |
After case closed |
| Investigating |
Researching — Liaise with other departments or authorities as necessary |
Correspondence |
25 years |
After case closed |
| Investigating |
Researching — Conduct interviews |
Interview questions |
25 years |
After case closed |
| Investigating |
Researching — Conduct interviews |
Transcripts and recordings |
25 years |
After case closed |
| Investigating |
Researching — Conduct interviews |
Interview notes |
25 years |
After case closed |
| Investigating |
Researching — Conduct interviews |
Interview summaries |
25 years |
After case closed |
| Investigating |
Researching — Conduct interviews |
Signed affidavits |
25 years |
After case closed |
| Investigating |
Researching — Gather evidence |
Evidence |
25 years |
After case closed |
| Investigating |
Researching — Gather evidence |
Assessments and reports from subject-matter experts |
25 years |
After case closed |
| Investigating |
Reporting — Create interim report(s) |
Interim report(s) |
25 years |
After case closed |
| Investigating |
Reporting — Solicit comments from complainant and subject |
Correspondence with complainant and subject |
25 years |
After case closed |
| Investigating |
Reporting — Integrate comments |
Correspondence with complainant and subject |
25 years |
After case closed |
| Investigating |
Reporting — Solicit comments from complainant and subject |
Comments from complainant and subject |
25 years |
After case closed |
| Investigating |
Reporting — Integrate comments |
Comments from complainant and subject |
25 years |
After case closed |
| Investigating |
Reporting — Report findings |
Final report |
25 years |
After case closed |
| Investigating |
Reporting — Report findings |
Findings and/or recommendations |
25 years |
After case closed |
| Investigating |
Reporting — Report findings |
Synopsis |
25 years |
After case closed |
| Investigating |
Reporting — Communicate findings |
Correspondence (for publication and/or to recipients) |
25 years |
After case closed |
| Investigating |
Reporting — Transfer investigation to different authority (alternative dispute resolution, court, hearing, tribunal) |
Notices and correspondence |
25 years |
After case closed |
| Investigating |
Reporting — Transfer investigation to different authority (alternative dispute resolution, court, hearing, tribunal) |
Referral |
25 years |
After case closed |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Program Activity Architecture (PAA) and descriptions |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Report on Plans and Priorities (RPP) / Departmental Plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Organizational plan/annual plan/integrated Business and Human Resources Plan (IBHRP) |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Strategic plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Corporate Business Plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Branch work plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Sector operational plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Records of decision resulting in major changes |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Internal call letters |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Risk profiles and strategies |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Balanced scorecards |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Contingency plans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Business intelligence reports |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
White papers |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Briefing notes |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Environmental scans |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Agenda, meeting minutes |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Strategic and Business Planning |
Trend analysis |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Organizational management |
Governance structure |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Organizational management |
Organization charts |
10 years |
After superseded |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Provincial or international treaties |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Service-level agreements |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Results of negotiation (changes to process, terms, etc.) |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Final agreements |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Contracts |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Memoranda of Understanding (MOU) |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Minutes, agendas |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Correspondence with Office of Intergovernmental Affairs, stakeholders in other jurisdictions |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Proceedings of symposia, roundtables and conferences |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Final case study reports |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
Records of consultation activities |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Strategic Planning and Government Relations — Government Relations |
International activity reports |
5 years |
After agreement is superseded or terminated |
| Management and Oversight |
Executive Services — Parliamentary affairs |
Request for information (from Question Period or Order Papers) |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Correspondence |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Substantive draft responses (containing modifications not reflected in final drafts) |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Approved Question Period answer |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Approved Statement of Completeness |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Confirmation letter |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Question Period tracking system |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Briefings |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Speeches |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Parliamentary affairs |
Advice |
5 years |
After last administrative action
|
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Request or invitation |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
List of participants |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Agenda, minutes from planning meetings |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Program |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Advice from program area |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Speeches, speaking notes (including substantive drafts containing modifications not reflected in final version) |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Presentations |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Correspondence |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Confirmations |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive participation in conferences, events, travel, and hospitality |
Itinerary |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive correspondence |
Incoming correspondence (letter, email, meeting request, invitation, postcard) |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive correspondence |
Response |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive correspondence |
Supporting documentation when necessary (justification for response) |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive correspondence |
Correspondence reports |
2 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Briefing books |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Transition books |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Briefing notes |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Reports |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Summaries |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive briefings |
Presentations |
5 years |
After last administrative action |
| Management and Oversight |
Executive Services — Executive Committees |
Terms of reference of committees |
2 years |
After superseded or committee dissolved |
| Management and Oversight |
Executive Services — Executive Committees |
Agendas, minutes and records of decision |
2 years |
After superseded or committee dissolved |
| Management and Oversight |
Executive Services — Executive Committees |
Presentation decks |
2 years |
After superseded or committee dissolved |
| Management and Oversight |
Executive Services — Executive Committees |
Briefings |
2 years |
After superseded or committee dissolved |
| Management and Oversight |
Executive Services — Delegation of (non-financial) authorities |
Delegation of authority documents |
6 years |
After termination of appointment |
| Management and Oversight |
Executive Services — Manage charitable undertakings |
Agenda |
2 years |
After last administrative use |
| Management and Oversight |
Executive Services — Manage charitable undertakings |
Minutes |
2 years |
After last administrative use |
| Management and Oversight |
Executive Services — Manage charitable undertakings |
Reports |
2 years |
After last administrative use |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Policy decisions for review |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Formal identification of policy issue |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Briefing notes |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Policy papers (including substantive drafts containing changes not reflected in the final version) |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Substantive drafts containing changes not reflected in the final version |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Plan policy initiatives and draft policy instruments |
Documentation for review |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Manage policy governance |
Agenda |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Manage policy governance |
Minutes |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Manage policy governance |
Terms of reference |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Manage policy governance |
Records of decision |
5 years |
After last administrative action |
| Management and Oversight |
Policies, Standards and Guidelines — Policy instruments |
Final policy instruments |
5 years |
After superseded |
| Management and Oversight |
Investment Planning — Develop investment plan |
Report/assessment on previous investments |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Capability Gap Analysis |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Minutes/presentations from information sessions for participants |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Information about projects under consideration |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Investment Summary Notes/Investment Analysis Reports other sections on priorities and proposals |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Project priority ranking, i.e. any input from stakeholders or other sections on priorities and proposals |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Minutes of Board/working group tasked with creating investment plan |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Project charter for creation of investment plan |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Terms of Reference |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Roles and responsibilities |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Milestones |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Performance metrics |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Governance and reporting mechanisms |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Drafts of plan |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Approval from senior management |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Develop investment plan |
Final Investment Plan |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Performance results, assessments, reports |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Briefing note to senior management on issues |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Reports from regions |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Reports to Cabinet |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Feedback on/revisions to planning process |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Project close-out reports |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Lessons learned |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Targeted performance indicators |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Monitor investment plan |
Performance measurement table |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
TBS consultation |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
Feedback/comments on drafts, plans, etc. |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
Follow-up reports |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
TBS approval |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
Communication with TBS over changes to investment plan after approval |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Investment Planning — Provide advice to Ministers |
Communication with stakeholders |
10 years |
After the end of the fiscal year to which the resource corresponds |
| Management and Oversight |
Project Management |
Organization Project Management Capacity Assessment (OPMCA) |
10 years |
After Assessment |
| Management and Oversight |
Risk Management |
Report from Risk Management Capability Model |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Corporate Risk Profile (including action plans) |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Integrated Risk Management policy (IRM) |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
IRM Policy implementation plan |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Risk taxonomy |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Risk list/risk register |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Plans for monitoring and updating risk profile |
7 years |
After superseded |
| Management and Oversight |
Risk Management |
Monitoring reports |
7 years |
After superseded |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Department Results Framework (DRF) |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Departmental Results Indicators |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Program Inventory |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Performance Information Profiles |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Performance measurement strategies |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Performance information |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Evidence to support Management Accountability Framework (MAF) |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Risk profiles and strategies |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Sustainable development plans |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Balanced scorecards |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Environmental scans |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Contingency plans |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Performance/results measurement |
Trends analysis |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Quarterly Financial Reports |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Management response |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Department Results Report (DRR) |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Performance measurement reports, including trends and metrics |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Management Action Plans |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Departmental Sustainable Development Strategy |
10 years |
After last administrative use |
| Management and Oversight |
Results Measurement and Reporting — Reporting |
Copies of Management Accountability Framework results |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Departmental risk-based Internal Audit Plan |
10 years |
After superseded (based on a 5 year cycle, allowing reference to two cycles) |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Annual report of Departmental Audit Committee |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Annual report of the Chief Audit Executive |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Briefing notes |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Advice/recommendations |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Practice inspection reports |
10 years |
After last administrative use |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Departmental audit committee or independent audit committee minutes/records of decision |
10 years |
After Committee dissolved |
| Management and Oversight |
Audit — Management of departmental internal audit function |
Departmental audit committee terms of reference/charter |
10 years |
After Committee dissolved |
| Management and Oversight |
Audit — Provide advice |
Documentation of advice provided to clients outside of official audits |
3 years |
After last administrative use |
| Management and Oversight |
Audit — Plan audit |
Project initiation memo |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Audit terms of reference (approved) |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Preliminary survey reports (PSR)/assessments |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Risk assessment |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Advice to management |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Minutes |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Preliminary interviews |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Tools, checklists |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Interview guides |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Audit methodologies |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Audit schedules |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Compliance reviews and external reports |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Institution-specific policies |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Plan audit |
Maturity models |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Substantive drafts containing changes not reflected in final version |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Revisions to audit plan |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: Documents for review |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: All documented evidence |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: Interview notes |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: File review checklist |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: Analysis |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Working papers such as: Observation/findings sheets (approved) |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Presentation to client |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Record of response from client to observation/findings sheets |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Conduct audit |
Management letters (i.e. recommendations sent to management before the report either because of urgency or because they are outside the scope of the official audit) |
3 years |
After any follow-up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Report on Audit |
Internal Audit Final Reports |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Validation by client |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Approval by Chief Audit Executive |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Approval by Departmental Audit Committee |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Approval by Deputy Head |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Approved Management Action Plan (may be included in Final Report) |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Report on Audit |
Impact analyses and special studies |
10 years |
After any follow-up programs have been completed and file is closed |
| Management and Oversight |
Audit — Manage follow-up |
Request for update |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Manage follow-up |
Client response |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Manage follow-up |
Periodic status reports to Departmental Audit Committee |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — Manage follow-up |
Records of decision from Departmental Audit Committee |
3 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
Letter of Intent to conduct audit (“Entity Notification and Custody of Drafts”) and request for access from Office of the Auditor General (OAG) |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
(Copy of) response from Deputy Head |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
(Copy of) response from Deputy Head to audit plan summary |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
Meeting minutes, briefings between Office of the Auditor General (OAG) and department |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
(Copy of) comments and feedback from department to draft chapters |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
(Copy of) confirmation by Deputy Head of final version of chapter |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
Management letter from Office of the Auditor General (OAG) |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
(Copy of) response from Deputy Head to management letter |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
Action plan (to address audit requirements) |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits - respond to audits by Office of the Auditor General (OAG) |
Copy of Audit Report |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Letter of intent to conduct audit |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Meeting minutes, briefings, communication between entity department and auditing department |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Draft audit |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Response to draft audit |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Final audit report, including action plan |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Notification of follow-up |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Audit — External audits – Respond to audits by other departments (e.g. Office of the Commissioner of Official Languages, Public Service Commission) |
Follow-up report |
5 years |
After any follow- up programs have been completed and file is closed, based on traditional retention for audits |
| Management and Oversight |
Evaluation — Management of departmental Evaluation and Performance Function |
Departmental Evaluation Plan (5 year) |
10 years |
After last administrative action |
| Management and Oversight |
Evaluation — Management of departmental Evaluation and Performance Function |
Performance Measurement and Evaluation Committee terms of reference |
10 years |
After last administrative action |
| Management and Oversight |
Evaluation — Management of departmental Evaluation and Performance Function |
Annual report of Departmental Performance measurement and Evaluation Committee |
10 years |
After last administrative action |
| Management and Oversight |
Evaluation — Management of departmental Evaluation and Performance Function |
Departmental Performance measurement and Evaluation Committee agendas, minutes, records of decision |
10 years |
After last administrative action |
| Management and Oversight |
Evaluation — Management of departmental Evaluation and Performance Function |
Review of evaluation function |
10 years |
After last administrative action |
| Management and Oversight |
Evaluation — Provide advice |
Briefing notes |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Provide advice |
Documentation of advice/recommendations provided to clients (for example: log, template document) |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Launch memo |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Evaluation plan |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Terms of reference for evaluation |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Evaluability assessments |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Methodologies |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Schedules |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Plan evaluation |
Maturity models |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Conduct evaluation |
Measurement and analysis tools |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Conduct evaluation |
Consultation documentation |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Conduct evaluation |
Technical reports |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Report on evaluation |
Interim findings |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Report on evaluation |
Substantive drafts containing changes not reflected in final version |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Report on evaluation |
Final Evaluation Reports (approved) |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Report on evaluation |
Impact analyses |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Manage follow-up |
Management Action Plan |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Manage follow-up |
Management follow-up reports |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Manage follow-up |
Periodic status reports to Departmental Evaluation Committee |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Manage follow-up |
Request for updates |
6 years |
After last administrative action |
| Management and Oversight |
Evaluation — Manage follow-up |
Client response |
6 years |
After last administrative action |
| Management and Oversight |
Managing Departmental ATIP |
Personal information bank (PIB) descriptions |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Information structures about personal information banks (PIB) |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Annual update to chapter in Information about Programs and Information Holdings (formerly InfoSource) |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Request (access to information) |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Request (access to personal information) |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Record of decision of information collected |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Correspondence with requester |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Disclosure of agency submissions |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Recommendations |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Affidavits in support of litigation responses |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Record of privacy incident or breach |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Management and Oversight |
Managing Departmental ATIP |
Assessment of privacy incident or breach |
2 years |
After last administrative use (based on the Privacy Regulations, section 7) |
| Communications Services |
Public Opinion Research — Management of departmental Public Opinion Research (POR) |
Annual plan |
10 years |
After superseded |
| Communications Services |
Public Opinion Research — Management of departmental Public Opinion Research (POR) |
Updates to annual plan |
10 years |
After superseded |
| Communications Services |
Public Opinion Research — Management of departmental Public Opinion Research (POR) |
Ministerial approval of annual plan |
10 years |
After superseded |
| Communications Services |
Public Opinion Research — Management of departmental Public Opinion Research (POR) |
Correspondence with PCO and Public Opinion Research Directorate (PORD) for unanticipated Public Opinion Research (POR) when related to the decision-making process |
10 years |
After superseded |
| Communications Services |
Public Opinion Research — Plan Public Opinion Research (POR) projects |
Correspondence with PCO and Public Opinion Research Directorate (PORD) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Plan Public Opinion Research (POR) projects |
Approved Public Opinion Research (POR) project proposal |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Plan Public Opinion Research (POR) projects |
Approved Public Opinion Research (POR) project plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Create project templates |
Approved project templates |
5 years |
After superseded |
| Communications Services |
Public Opinion Research — Contract Public Opinion Research (POR) services |
Key communications with Public Opinion Research Directorate (PORD) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Contract Public Opinion Research (POR) services |
Registration number of project |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Contract Public Opinion Research (POR) services |
[Public Opinion Research (POR) contracts or associated procurement documentation] |
N/A |
See Acquisition Services GVT |
| Communications Services |
Public Opinion Research — Conduct research |
Authorization from PWGSC |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions (Raw survey data is often retained longer) |
| Communications Services |
Public Opinion Research — Conduct research |
Correspondence with Public Opinion Research Directorate (PORD) and Communications Procurement Directorate (CPD) regarding changes in work requirements |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions (Raw survey data is often retained longer) |
| Communications Services |
Public Opinion Research — Conduct research |
Research instruments (e.g., questionnaires, screeners and discussion guides) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions (Raw survey data is often retained longer) |
| Communications Services |
Public Opinion Research — Conduct research |
Draft research instruments (that highlight key changes) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Conduct research |
Analysis plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Conduct research |
Survey data |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions (Raw survey data is often retained longer) |
| Communications Services |
Public Opinion Research — Conduct research |
Data tables |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Conduct research |
Contracted deliverables – field data or report from contracted company |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Public Opinion Research — Report results |
Final report (including certification from supplier’s senior officer) |
10 years |
After last administrative use |
| Communications Services |
Public Opinion Research — Report results |
English and French executive summaries |
10 years |
After last administrative use |
| Communications Services |
Public Opinion Research — Report results |
Correspondence with LAC showing fulfillment of reporting obligations |
10 years |
After last administrative use |
| Communications Services |
Corporate Identity — Make decisions about presenting communications material in compliance with Federal Identity Program (FIP) Policy |
Minutes from meetings with Federal Identify Program (FIP) manager / business areas / communications |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Request exemptions from using Federal Identify Program (FIP) from TB |
Minutes from meetings with Federal Identify Program (FIP) manager / business areas / communications |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Make decisions about presenting communications material in compliance with Federal Identity Program (FIP) Policy |
Documentation providing advice |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Request exemptions from using Federal Identify Program (FIP) from TB |
Documentation providing advice |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Make decisions about presenting communications material in compliance with Federal Identity Program (FIP) Policy |
Correspondence with TBS |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Request exemptions from using Federal Identify Program (FIP) from TB |
Correspondence with TBS |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Make decisions about presenting communications material in compliance with Federal Identity Program (FIP) Policy |
Minutes from consultations with TBS |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Request exemptions from using Federal Identify Program (FIP) from TB |
Minutes from consultations with TBS |
2 years |
After superseded |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
Design brief |
5 years |
After superseded |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
Implementation plan |
5 years |
After superseded |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
Correspondence with TBS |
5 years |
After superseded |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
Minutes from consultations with TBS |
5 years |
After superseded |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
[Corporate Image Design] |
N/A |
See Treasury Board Submissions GVT |
| Communications Services |
Corporate Identity — Request approval for a corporate logo/image from Treasury Board (TB) |
[Exemptions from using images of the Federal Identity Program] |
N/A |
See Treasury Board Submissions GVT |
| Communications Services |
Corporate Identity — Monitor compliance with Federal Identify Program (FIP) in communications products and activities |
Progress reports |
2 years |
After last administrative use |
| Communications Services |
Corporate Identity — Monitor compliance with Federal Identify Program (FIP) in communications products and activities |
Trend data |
2 years |
After last administrative use |
| Communications Services |
Consultations — Prepare for consultation |
Consultation plan |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Give notice of consultation |
Notices of public consultation: In Canada Gazette |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Give notice of consultation |
Notices of public consultation: On departmental and Consulting with Canadians websites |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Give notice of consultation |
Notices of public consultation: Newspaper, television, etc. |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Give notice of consultation |
Background information on initiative |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Receive feedback |
Submissions from public (emails, correspondence) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Hold consultation session |
Consultation material |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Hold consultation session |
Minutes, reports, summaries from consultation session |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Hold consultation session |
Public comments, transcripts, letters |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Report on results |
Summaries, reports |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations — Report on results |
Results published on departmental and Consulting with Canadians websites |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Develop departmental approach to Duty to Consult |
Procedures/policy |
5 years |
After superseded |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Project description |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Assessment of impact |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Review of other current assessments (e.g., environmental assessment) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Minutes, correspondence with Aboriginal Affairs and Northern Development Canada (AANDC), and/or other government departments |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Minutes, correspondence with Aboriginal groups |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Documentation about Aboriginal rights / background information about the Aboriginal groups affected |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Strength of claim assessment |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Legal counsel |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Document of decision |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Identify need for consultation |
Communication of decision (correspondence, notice) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
Agendas, minutes |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
Presentations |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
Reports |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
MOUs or other consultation agreements |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
Consultation plan |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
Notification of available funding |
Same retention period as for the project for which consultation was sought |
Same retention trigger as for the project for which consultation was sought |
| Communications Services |
Consultations (Duty to Consult) — Plan consultation |
[Documentation granting project funds] |
N/A |
See Transfer Payments GVT |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Notification documentation (correspondence or other means) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Documentation that records interaction with Aboriginal groups (letters, email messages, notes on telephone calls) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Documentation that records coordination with other stakeholders |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Agendas, minutes |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Presentations by participants |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Reports from participants |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Transcripts of hearings |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Feedback from Aboriginal groups |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Departmental responses to requests/concerns from Aboriginal groups |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Hold consultation |
Issues management tracking table |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Report on consultation |
Reports, summaries |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Communicate decision |
Communications with Aboriginal groups (letters, email messages, notes on telephone calls) |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Consultations (Duty to Consult) — Communicate decision |
Summaries, news releases |
Same retention as for the project for which consultation was sought |
N/A |
| Communications Services |
Media Relations — Coordination of media relations - planning |
Media relations plan |
10 years |
After superseded |
| Communications Services |
Media Relations — Coordination of media relations |
Correspondence with journalists |
2 years |
After last administrative use |
| Communications Services |
Media Relations — Coordination of spokespeople |
List of spokespeople |
2 years |
After last administrative use or after superseded |
| Communications Services |
Media Relations — Coordination of spokespeople |
Summary of requirements for spokespeople |
2 years |
After last administrative use or after superseded |
| Communications Services |
Media Relations — Coordination of spokespeople |
Summaries of / strategies for potential issues to be addressed |
2 years |
After last administrative use or after superseded |
| Communications Services |
Media Relations — Coordination of spokespeople |
Recording of the spokesperson’s interview with the media |
2 years |
After last administrative use or after superseded |
| Communications Services |
Media Relations — Coordination of spokespeople |
Annual report on performance of spokespeople |
2 years |
After last administrative use or after superseded |
| Communications Services |
Media Relations — Manage media requests |
Requests from media |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage media requests |
Consultation correspondence with Minister’s office |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage media requests |
Response |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage media requests |
Spreadsheet of media requests |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage media requests |
Summary of / report on media requests |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Press releases |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Backgrounders / fact sheets |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Technical briefings |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Audio-visual presentations |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Recordings of press conferences, interviews |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Provide information to the media |
Questions and answers |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage events and announcements |
Announcements |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Manage events and announcements |
Correspondence |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Coordination with Minister's office and/or Privy Council |
Announcements |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Coordination with Minister's office and/or Privy Council |
Correspondence |
10 years |
After creation or aligned with retention period for other records (IRBV) of the event or program to which the communication information resource relates |
| Communications Services |
Media Relations — Media monitoring |
Summaries of media monitoring (including social media) |
2 years |
After last administrative use |
| Communications Services |
Media Relations — Media monitoring |
Copies of written, sound or video recordings from media |
2 years |
After last administrative use |
| Communications Services |
Media Relations — Answer requests for copies of press statements |
Response to requests (email) |
2 years |
After last administrative use |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
Meeting minutes |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
Advertising or social media marketing plan which includes:
-Communications objectives
- Key themes and messages
-Target audiences
-Public environmental analysis
- Proposed tactics and timetable
- Research
- Evaluation methods
- Project work plan
- Project budget |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
Senior management approval of plan final documents |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
Privy Council Office approval of campaign funding final documents |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
Cabinet approval of campaign (for those part of the GC Annual Advertising Plan or included in a program Memorandum to Cabinet (MC)) and Treasury Board approval of campaign funding final documents |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Planning and approval |
[Treasury Board approval of campaign funding] |
N/A |
See Treasury Board Submissions GVT |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Contract advertising services |
Record of advice provided by PWGSC’s Advertising Coordination and Partnerships Directorate (ACPD) on the development of the Statement of Work |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Contract advertising services |
Reports, minutes of meetings, correspondence, etc., that describe work progress or that address quality of the services/deliverables received |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Briefing to advertising agency |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Advertising agency creative brief |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Creative concepts, including rough layouts/storyboards, scripts and mock-ups |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Revised concepts or scripts, if required |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Media plan/strategy and supporting rationale |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Marketing plans |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Client contact reports (obtained from advertising agency) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Memoranda to and from the advertising agency approving concepts/scripts/details |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Approved estimates and approved amendments of estimates of production costs |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Production schedule |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Subcontractors’ bids, if applicable |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Production approvals from institution, regional offices |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Privy Council Office advice |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Supplier time sheets |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Copyright clearances and releases (talent, music, photos, graphics, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Advertising production |
Advertising agency invoices and supporting receipts (including Financial Administration Act section 34 sign-off) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Note to file that pre-testing was coordinated through Public Opinion Research Directorate (PORD) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Pre-testing plan (e.g., a Statement of Work to be provided to a research supplier or an email to your institution's Public Opinion Research coordinator advising of the requirement to pre-test and recommending options, or a note to file) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Pre-testing budget |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Pre-testing timetable |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Research instruments (recruiters’ guides, moderators’ guides, etc.) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Pre-testing |
Final report of the evaluation of the initial concepts prior to implementation |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Budget control report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Approved media buy plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Documentation of institutional approval of the plan |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Pre- and post-buy reports from the Agency of Record (AOR) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Media authorization number (ADV) issued by ACPD |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Agency of Record (AOR) invoices (including Financial Administration Act section 34 sign-off) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Traffic reports (a summary of what time of day and in which media the advertisement appeared, obtained from the Agency of Record (AOR)) |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Advertising agency timesheets |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Status reports |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Media planning |
Post-buy analysis and reconciliation of budget control report |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Promote |
Final copy of the advertisement in all languages (regardless of format) |
6 years |
After the campaign ceases, or after no longer used for reference purposes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Promote |
Promotional items |
6 years |
After the campaign ceases, or after no longer used for reference purposes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Note to file that Advertising Campaign Evaluation Tool (ACET) was used, if applicable |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Note to file that post-campaign evaluation and reporting was coordinated through Public Opinion Research Directorate (PORD) |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Research instruments (questionnaires, etc.) |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Evaluation plan |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Evaluation budget |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Evaluation timetable |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Final evaluation report (including data tables) |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — Post-campaign evaluation and reporting |
Any other evaluation indicators of campaign’s success |
10 fiscal years |
After the end of the fiscal year in which the file closes |
| Communications Services |
Advertising, Fairs, Exhibits: Advertising — File close-out |
Advertising campaign file checklist |
6 fiscal years |
After the end of the fiscal year in which the file closes, based on traditional practice applied to records (IRBV) pertaining to financial transactions |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Plan |
Exhibit plan |
2 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Plan |
Meeting agendas, minutes |
2 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Plan |
Schedules |
2 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Plan |
Correspondence and other documentation showing coordination with other departments or jurisdictions |
2 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Contract |
[Documents supporting contracting out the creation of material for display at fairs and exhibits] |
N/A |
See Acquisition Services GVT |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Promote |
Promotional materials such as:
- product demonstrations
- interactive video games
- films
- promotional giveaways
- brochures |
2 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Report |
Feedback forms, comments |
5 years |
After end of event |
| Communications Services |
Advertising, Fairs, Exhibits: Fairs and Exhibits — Report |
Reports on exhibits to management |
5 years |
After end of event |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Procedures |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Procedures |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Procedures |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Service standards |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Service standards |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Service standards |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Response templates |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Response templates |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Response templates |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Q&As |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Q&As |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Q&As |
5 years |
After superseded |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Reports |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Reports |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Reports |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Correspondence, phone logs |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Correspondence, phone logs |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Correspondence, phone logs |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Queries (requests for information, complaints) |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Queries (requests for information, complaints) |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Queries (requests for information, complaints) |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Responses |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Responses |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Responses |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure coherence and consistency of communications across all channels |
Query management database |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Ensure compliance with standards |
Query management database |
2 years |
After last administrative use |
| Communications Services |
In-person Service, Telephone, Fax, Mail, and Internet — Provide liaison services with the public |
Query management database |
2 years |
After last administrative use |
| Communications Services |
Translation Services — Provide translation services |
Request forms |
2 years |
After last administrative use |
| Communications Services |
Translation Services — Provide translation services |
Emails confirming receipt and/or return of documents |
2 years |
After last administrative use |
| Communications Services |
Translation Services — Provide translation services |
Logs, spreadsheets, statistics |
2 years |
After last administrative use |
| Communications Services |
Translation Services — Provide translation services |
Style guides for departments |
2 years |
After last administrative use |
| Communications Services |
Publications — Plan publications |
Strategic plans for publications |
2 years |
After last administrative use |
| Communications Services |
Publications — Contact Publishing and Depository Services Program (PDSP) at Public Works and Government Services Canada |
Strategic plans for publications |
2 years |
After last administrative use |
| Communications Services |
Publications — Plan publications |
Approval of final designs, layouts, proofs |
2 years |
After last administrative use |
| Communications Services |
Publications — Contact Publishing and Depository Services Program (PDSP) at Public Works and Government Services Canada |
Approval of final designs, layouts, proofs |
2 years |
After last administrative use |
| Communications Services |
Publications — Plan publications |
Advice on publication, print run, distribution |
2 years |
After last administrative use |
| Communications Services |
Publications — Contact Publishing and Depository Services Program (PDSP) at Public Works and Government Services Canada |
Advice on publication, print run, distribution |
2 years |
After last administrative use |
| Communications Services |
Publications — Produce publications |
Final copies of
- Books, manuals, guides
- Booklets, pamphlets, brochures
- Newsletters
- Kit folders
- Flyers
- Posters
- Bulletins
- Technical backgrounders |
Since government publications are transferred to Library and Archives Canada through legal deposit (LAC Act, section 10), copies in departments need only be retained until reference ceases. |
N/A |
| Communications Services |
Publications — Manage copyright and licensing |
Correspondence with Publishing and Depository Services Program (PDSP) |
2 years |
After last administrative use |
| Communications Services |
Publications — Manage ISBN and ISSN numbers |
Notification of control number from Publishing and Depository Services Program (PDSP) |
2 years |
After last administrative use |
| Communications Services |
Publications — Distribute publications |
Approved distribution plan |
2 years |
After last administrative use |
| Communications Services |
Publications — Distribute publications |
Correspondence with Publishing and Depository Services Program (PDSP) |
2 years |
After last administrative use |
| Communications Services |
Publications — Fulfill requirements for legal deposit |
Correspondence with Publishing and Depository Services Program (PDSP) |
2 years |
After last administrative use |
| Communications Services |
Publications — Fulfill requirements for legal deposit |
Shipping documentation |
2 years |
After last administrative use |
| Communications Services |
Publications — Manage publications |
List of publications |
2 years |
After last administrative use |
| Communications Services |
Publications — Manage publications |
Reports (of sales figures, distribution numbers, etc.) |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Departmental communications plan (reviews, updates) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Departmental communications plan (reviews, updates) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Departmental communications plan (reviews, updates) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Communications strategies (program- or issue-based) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Communications strategies (program- or issue-based) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Communications strategies (program- or issue-based) |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Risk communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Risk communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Risk communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Emergency communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Emergency communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Emergency communications plan |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Minutes and agendas from planning meetings |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Minutes and agendas from planning meetings |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Minutes and agendas from planning meetings |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Internal and external environmental scans |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Internal and external environmental scans |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Internal and external environmental scans |
10 years |
After plan superseded or
no longer used for reference
purposes |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
[Documents surrounding submission of communications plans as Memorandum to Cabinet (MC)] |
N/A |
See Cabinet Affairs GVT |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
[Documents surrounding submission of communications plans as Memorandum to Cabinet (MC)] |
N/A |
See Cabinet Affairs GVT |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
[Documents surrounding submission of communications plans as Memorandum to Cabinet (MC)] |
N/A |
See Cabinet Affairs GVT |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Documentation of consultation with other departments |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Documentation of consultation with other departments |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Documentation of consultation with other departments |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Feedback from stakeholders |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Feedback from stakeholders |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Feedback from stakeholders |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Develop departmental communications plan |
Evaluation reports |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage risk communications |
Evaluation reports |
2 years |
After last administrative use |
| Communications Services |
Prepare and Implement Communications Plans and Strategies — Manage emergency communications |
Evaluation reports |
2 years |
After last administrative use |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Provide advice |
Briefing notes or other documents providing advice |
2 years |
After last administrative use |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Speeches |
2 years |
For routine |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Speeches - Key speeches (retention of speeches should be aligned with program to which they refer) |
10 years |
For routine |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Media lines |
2 years |
For routine |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Media lines - Key speeches (retention of speeches should be aligned with program to which they refer) |
10 years |
For routine |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Meeting minutes |
2 years |
After last administrative use |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Prepare speeches for Ministers, Deputy Ministers (DM) or Assistant Deputy Ministers |
Reference material |
2 years |
After last administrative use |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Manage Parliamentary affairs |
[Documents surrounding Question Period responses] |
N/A |
See Management and Oversight GVT |
| Communications Services |
Provide Communications Support to the Minister, Senior Management and Business Areas — Manage Parliamentary affairs |
[Preparation documents for Parliamentary hearings] |
N/A |
See Management and Oversight GVT |
| Communications Services |
Provide Editing Services — Provide editing services |
Request forms |
2 years |
After last administrative use
or after superseded |
| Communications Services |
Provide Editing Services — Provide editing services |
Emails confirming receipt and/or return of documents |
2 years |
After last administrative use
or after superseded |
| Communications Services |
Provide Editing Services — Provide editing services |
Logs, spreadsheets, statistics |
2 years |
After last administrative use
or after superseded |
| Communications Services |
Provide Editing Services — Provide editing services |
Style guides for department |
2 years |
After last administrative use
or after superseded |
| Communications Services |
Collaborate with Other Government Institutions — Manage communications created with other departments |
Agendas and minutes from meetings with interdepartmental consultation committees |
2 years |
After last administrative use |
| Communications Services |
Collaborate with Other Government Institutions — Manage communications created with other departments |
Correspondence |
2 years |
After last administrative use |
| Communications Services |
Collaborate with Other Government Institutions — Manage communications created with external stakeholders, other jurisdictions |
Agendas and minutes from meetings with consultation committees |
2 years |
After last administrative use |
| Communications Services |
Collaborate with Other Government Institutions — Manage communications created with external stakeholders, other jurisdictions |
Correspondence |
2 years |
After last administrative use |
| Communications Services |
Manage Marketing Events — Plan |
Communications plan for event |
2 years |
After end of program being marketed |
| Communications Services |
Manage Marketing Events — Plan |
Briefing notes |
2 years |
After end of program being marketed |
| Communications Services |
Manage Marketing Events — Plan |
Meeting agendas, minutes |
2 years |
After end of program being marketed |
| Communications Services |
Manage Marketing Events — Plan |
Schedules |
2 years |
After end of program being marketed |
| Communications Services |
Manage Marketing Events — Contract |
[Documents related to contracting out marketing events] |
N/A |
See Acquisition Services GVT |
| Communications Services |
Manage Marketing Events — Report |
Feedback forms |
2 years |
After end of program being marketed |
| Communications Services |
Manage Marketing Events — Report |
Reports to management |
2 years |
After end of program being marketed |
| Communications Services |
Communicate with the Public through a Departmental Website — Analyze website use (for design, management, and ensuring compliance) |
Web analytics |
2 years |
After change that it supported is gone or After no longer useful for research purposes Note: Web analytics retained longer than 18 months must be anonymized |
| Communications Services |
Communicate with the Public through a Departmental Website — Analyze website use (for design, management, and ensuring compliance) |
Usability testing data |
2 years |
After change that it supported is gone or After no longer useful for research purposes Note: Web analytics retained longer than 18 months must be anonymized |
| Communications Services |
Communicate with the Public through a Departmental Website — Analyze website use (for design, management, and ensuring compliance) |
Access testing data |
2 years |
After change that it supported is gone or After no longer useful for research purposes Note: Web analytics retained longer than 18 months must be anonymized |
| Communications Services |
Communicate with the Public through a Departmental Website — Analyze website use (for design, management, and ensuring compliance) |
Testing reports |
2 years |
After change that it supported is gone or After no longer useful for research purposes Note: Web analytics retained longer than 18 months must be anonymized |
| Communications Services |
Communicate with the Public through a Departmental Website — Analyze website use (for design, management, and ensuring compliance) |
Server logs |
2 years |
After change that it supported is gone or After no longer useful for research purposes Note: Web analytics retained longer than 18 months must be anonymized |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Web strategy plan |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Website plan |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Graphic design plans |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Information architecture, graphs, models |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Correspondence with PCO (re domain names and links to government priorities) |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
User research (interviews, analytics) |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Business needs analysis |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
User needs analysis |
2 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Design departmental website |
Minutes of meetings with business areas |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Correspondence with clients |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Web Content Review Plan |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Web Inventory Report |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Minutes |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Presentations |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Documentation re coordination with IT (Information Technology) |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Documentation re coordination with IM (Information Management) |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Documentation re coordination with other departments |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Manage website |
Departmental website |
2 years |
After last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule |
| Communications Services |
Communicate with the Public through a Departmental Website — Ensure compliance |
Procedures tools, guidelines |
5 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Ensure compliance |
Minutes |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Ensure compliance |
Compliance/status reports |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Ensure compliance |
Reports to TBS (when requested) |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Ensure compliance |
Correspondence with TBS |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Monitor public needs and comments |
Summaries of social media comments |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Monitor public needs and comments |
Environmental analysis |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Monitor public needs and comments |
Reports on web analytics |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
Reports |
N/A |
To be determined (based on consultation with Treasury Board Secretariat) |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
[Travel and Hospitality Expenses - Proactive Disclosure Reports] |
N/A |
See Financial Management GVT |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
[Contracts - Proactive Disclosure Reports] |
N/A |
See Acquisition Services GVT |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
[Position Reclassifications - Proactive Disclosure Reports] |
N/A |
See Human Resources Management GVT |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
[Grants and Contributions Awards - Proactive Disclosure Reports] |
N/A |
See Transfer Payments GVT |
| Communications Services |
Communicate with the Public through a Departmental Website — Provide proactive disclosure information |
[Founded Wrongdoing in the Workplace - Proactive Disclosure Reports] |
N/A |
See Travel and Other Administrative Services GVT |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Departmental social media strategy |
5 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Procedures, guidelines, tip sheets |
5 years |
After superseded |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
TBS approvals when required |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Approval documents |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Rules of Engagement for public |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Advice from Legal Services |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Documentation of coordination with IM, IT and Legal Services |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Privacy impact assessments (PIA) |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Reports |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Correspondence, phone logs |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Queries (requests for information, complaints) |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Responses |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Query management database |
2 years |
After last administrative use |
| Communications Services |
Communicate with the Public through a Departmental Website — Communicate through social media |
Information posted on social media that is: not captured elsewhere, concerns decisions or the decision-making process, is a response from the public to a departmental request for information (RFI) |
Retention will depend on content captured |
Trigger will be after records (IRBV) has been put into corporate repository |
| Communications Services |
Manage Internal Communications — Manage intranet |
[Documents associated with contracting external service providers] |
N/A |
See Acquisition Services GVT |
| Communications Services |
Manage Internal Communications — Manage intranet |
Design plan |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Minutes from meetings with service provider (if applicable) |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Approval of design |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Internal communications plan |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Inventory of pages on intranet site |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Guide for use of intranet site |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Manage intranet |
Monitoring reports |
2 years |
After superseded |
| Communications Services |
Manage Internal Communications — Produce department newsletter |
Final versions |
2 years |
After last administrative use |
| Communications Services |
Manage Internal Communications — Develop internal communication products |
Final versions:
- Messages from the Deputy Minister (DM)
- Messages from senior management
- Speeches from Deputy Minister (DM) or senior management
- Announcements for the launch of new initiatives
- Event notifications |
2 years |
After last administrative use |
| Communications Services |
Manage Internal Communications — Create institutional intranet site |
Intranet site |
Content of intranet: 2 years |
After superseded Official version of content retained by business area for appropriate time |
| Information Technology Services |
Plan and Organize — Define strategic IT plan |
[Strategic IT Plan] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Plan and Organize — Determine technological direction |
[Documentation defining technological direction] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Plan and Organize — Manage IT investment |
[IT investment documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Plan and Organize — Assess and manage IT risks |
[IT Risk Assessments and Mitigations] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Plan and Organize — Manage projects |
[IT Project Documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Plan and Organize — Define the enterprise architecture |
Enterprise architecture maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Identify and categorize IT assets |
Enterprise architecture maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Define the IT work processes, organization and relationships |
Enterprise architecture maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Define the enterprise architecture |
List of IT Services and systems |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Identify and categorize IT assets |
List of IT Services and systems |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Define the IT work processes, organization and relationships |
List of IT Services and systems |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Define the enterprise architecture |
IT process maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Identify and categorize IT assets |
IT process maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Define the IT work processes, organization and relationships |
IT process maps |
2 years |
After last administrative action |
| Information Technology Services |
Plan and Organize — Manage IT human resources |
[IT planning files related to HR Management] |
N/A |
See Human Resources Management GVT |
| Information Technology Services |
Plan and Organize — Communicate management aims and direction |
[Internal web communications] |
N/A |
See Communications Services GVT |
| Information Technology Services |
Acquire and Implement — Enable operation and use (including user training) |
[Acquired IT software or hardware operation and use resources] |
N/A |
See Human Resources Management GVT |
| Information Technology Services |
Acquire and Implement — Acquire technology infrastructure |
[Procurement documents for IT infrastructure] |
N/A |
See Acquisition Services GVT |
| Information Technology Services |
Acquire and Implement — Acquire software |
[Procurement documents for IT software] |
N/A |
See Acquisition Services GVT |
| Information Technology Services |
Acquire and Implement — Procure IT resources |
[Procurement documents for IT resources] |
N/A |
See Acquisition Services GVT |
| Information Technology Services |
Acquire and Implement — Maintain technology infrastructure |
[Maintenance documentation for IT infrastructure] |
N/A |
See Materiel Services GVT |
| Information Technology Services |
Acquire and Implement — Maintain software |
[Maintenance documentation for IT software] |
N/A |
See Materiel Services GVT |
| Information Technology Services |
Monitor and Evaluate — Monitor IT performance |
List of officer names and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Monitor internal controls (inventory, physical access, logical access) |
List of officer names and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Ensure compliance with international standards |
List of officer names and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Report to TBS names of officers involved in standard activities |
List of officer names and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Monitor IT performance |
Performance reports |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Monitor internal controls (inventory, physical access, logical access) |
Performance reports |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Ensure compliance with international standards |
Performance reports |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Report to TBS names of officers involved in standard activities |
Performance reports |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Monitor IT performance |
Reports on internal control systems |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Monitor internal controls (inventory, physical access, logical access) |
Reports on internal control systems |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Ensure compliance with international standards |
Reports on internal control systems |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Report to TBS names of officers involved in standard activities |
Reports on internal control systems |
2 years |
After last administrative action |
| Information Technology Services |
Monitor and Evaluate — Provide IT governance |
[IT Governance Documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Catalogue of services |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Service level requirements |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Service specification sheets |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Operational level agreements (OLA) |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Memorandum of Understanding |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Underpinning contract service requirements |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Plan Service Level Agreements |
Service quality plans |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Report on Service Level Agreements |
Performance Statistics Reports |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Report on Service Level Agreements |
Progress, Benchmark or Monitoring Reports |
2 years |
After last administrative action |
| Information Technology Services |
Service Level Management — Report on Service Level Agreements |
Improvement Plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Financial Management — Establish a tariff for services provided or products offered |
Tariff lists |
6 years |
After the end of the fiscal year to which the resource corresponds |
| Information Technology Services |
IT Financial Management — Budget |
[Budgeting documentation for IT Services] |
N/A |
See Financial Management GVT |
| Information Technology Services |
IT Financial Management — Account |
[Defined Costs, monitoring, and IT charging and billing documentation] |
N/A |
See Financial Management GVT |
| Information Technology Services |
IT Financial Management — Charge |
[Defined Price Policy of IT Service/ Asset] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Availability Management — Design infrastructure availability |
Availability Plan |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Design infrastructure availability |
Metrics for service interruptions |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Design infrastructure availability |
Notices to clients of service interruptions |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Implement infrastructure availability |
Diagnostic reports |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Measure infrastructure availability |
Availability Reports |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Manage IT infrastructure availability |
Progress reports |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Manage IT infrastructure availability |
Component Failure Impact Analysis |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Manage IT infrastructure availability |
Failure Tree Analysis |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Manage IT infrastructure availability |
Service Outage Analysis |
2 years |
After last administrative action |
| Information Technology Services |
Availability Management — Manage IT infrastructure availability |
Notifications to Change Management |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Capacity plan |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Capacity database (CDB) |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Input into Service Level Agreements |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Evaluations of the IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Request for change |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Develop the Capacity Plan |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Model and simulate various capacity scenarios |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Monitor the use and performance of the IT infrastructure |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Solve problems caused by the degradation of service due to increases in demand and partial interruptions to service due to hardware or software faults |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Create and maintain the Capacity Database (CBD) |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
Capacity Management — Implement capacity-related changes |
Capacity Management Performance Report |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define scope of IT Service Continuity Management |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct Business Impact Analysis (BIA) |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Conduct IT Risk Assessment |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Create IT business continuity plan and procedures |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Define IT Service Continuity Strategy in line with Business Continuity strategy |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity organization and implementation planning activities |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Implement standby arrangements and risk reduction measures |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Develop IT recovery plans and procedures |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform Testing of IT recovery plans and procedures |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Revise plans following changes to the IT infrastructure |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Validate ongoing ability of IT Service Continuity strategies to meet business requirements |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
IT Service continuity management policy |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Risk assessment on IT infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Risk prevention plan |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Emergency management plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Business resumption plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
(Disaster) Recovery plan (for IT) |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Information resources informing users of an interruption or service degradation, procedures and protocols in the case of an incident |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Changed plans as a result of changed infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Risk analysis reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Risk analysis assessments |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Disaster drill evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Reports on costs associates with prevention and recovery plans |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — [Provide management information about IT Service Continuity] |
Prevention and recovery procedures |
2 years |
After last administrative action |
| Information Technology Services |
IT Service Continuity Management — Perform IT Service Continuity educational training and awareness activities |
[IT Service continuity training and awareness resources] |
N/A |
See Human Resources Management GVT |
| Information Technology Services |
IT Service Continuity Management — Review and audit IT recovery plans and procedures |
[IT Service continuity plans, procedures, or associated documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
IT Security Management — Plan |
[Planning Documentation for IT Security Plan or Policy Instruments] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
IT Security Management — Request of Communications Security Establishment Canada (CSE) to review departmental security procedures and telecommunications systems |
Management of Information Technology Self-Assessment |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Request of Communications Security Establishment Canada (CSE) to review departmental security procedures and telecommunications systems |
Correspondence with Communications Security Establishment Canada (CSE) (request) |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Request of Communications Security Establishment Canada (CSE) to review departmental security procedures and telecommunications systems |
Action plan resulting from Communications Security Establishment Canada (CSE) review |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Request of Communications Security Establishment Canada (CSE) to review departmental security procedures and telecommunications systems |
Schedule of changes resulting from Communications Security Establishment Canada (CSE) review |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Share and exchange IT assets |
Written security arrangements |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Incident reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Threat and Risk Assessment |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Privacy Impact Assessment (PIA) |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Vulnerability Assessment |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Business Impact Assessment |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Statement of Sensitivity |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Assess |
Comments on requests for proposals |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Implement |
Implementation reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Implement |
Notification to TBS of COMSEC custodian contact information |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Implement training on security measures |
[Security Measures training and awareness resources] |
N/A |
See Human Resources Management GVT |
| Information Technology Services |
IT Security Management — Monitor |
Compliance monitoring reports and evaluations |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Monitor |
Copies of Security audit reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Monitor |
Requests for change as a result of the audit/self-assessment |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Monitor |
Communications with staff regarding security risks |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Respond |
Incident reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Take sanctions when contraventions to IT policy occur |
[Documentation for instances of IT policy instrument non-compliance] |
N/A |
See Human Resources Management GVT |
| Information Technology Services |
IT Security Management — Report |
Monitoring reports |
2 years |
After last administrative action |
| Information Technology Services |
IT Security Management — Evaluate and audit the Security Management supporting infrastructure |
[Security infrastructure management and support audits and evaluations] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Service/Help Desk — Log and monitor incidents |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Prepare incident reports/responses |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Classify problem and document diagnosis |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Apply temporary solutions to known errors in collaboration with Problem Management |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Work with Configuration Management to ensure that the relevant databases are up-to-date |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Manage changes requested through service requests in collaboration with Canadian Management and Version Management |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Check that the support service required is included in the associated service legal agreement |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Communicate with users |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Notify IT Security Coordinator when a security related issue has been reported |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Close the incident |
Call log / Operational events log / database |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Log and monitor incidents |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Prepare incident reports/responses |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Classify problem and document diagnosis |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Apply temporary solutions to known errors in collaboration with Problem Management |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Work with Configuration Management to ensure that the relevant databases are up-to-date |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Manage changes requested through service requests in collaboration with Change Management and Version Management |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Check that the support service required is included in the associated service legal agreement |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Communicate with users |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Notify IT Security Coordinator when a security related issue has been reported |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Close the incident |
Incident / issue reports |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Log and monitor incidents |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Prepare incident reports/responses |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Classify problem and document diagnosis |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Apply temporary solutions to known errors in collaboration with Problem Management |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Work with Configuration Management to ensure that the relevant databases are up-to-date |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Manage changes requested through service requests in collaboration with Canadian Management and Version Management |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Check that the support service required is included in the associated service legal agreement |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Communicate with users |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Notify IT Security Coordinator when a security related issue has been reported |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Service/Help Desk — Close the incident |
Notification to Security Coordinator |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Plan |
Copy of contact information provided to TBS / Public Safety (IT Security Coordinator/designate and secondary contact) |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Plan |
Up to date contact lists |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Plan |
Copies of RCMP IT bulletins |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Plan |
Copies of Communications Security Establishment Canada (CSE) information bulletins and advisories |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Plan |
Copies of communications to staff |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Identify |
Results from incident detection tools |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Identify |
Monitoring logs |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Identify |
Incident log / database |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Respond |
Incident response procedures |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Respond |
Documentation regarding the management of incidents including:
- Details of incident
- Actions taken
- Rationale for decisions
- Communications
- Management approval or direction
- Internal and external reports |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Report |
Incident or threat report |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Report |
Correspondence with Public Safety on incident or threat |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Report |
Notification to appropriate Law Enforcement Agency |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Report |
Correspondence with legal services notice to users |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Report |
Request for change resulting from an incident |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Recover |
Backup tapes |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Recover |
Restoration procedures |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Recover |
Documentation of retention periods |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Recover |
Agreements with third parties |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Recover |
Correspondence with Public Safety |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Analyze |
Incident Closure and Evaluation Report |
2 years |
After last administrative action |
| Information Technology Services |
Incident Management — Analyze |
Post incident analysis |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Incident database |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Problem log |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Problem (management) record |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Analysis reports on infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Requests for change |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Knowledge base (database) |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Reports on classified incidents |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Investigate the underlying causes of any real or potential anomalies in the IT service |
Post implementation reviews |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Incident database |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Problem log |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Problem (management) record |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Analysis reports on infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Requests for change |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Knowledge base (database) |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Reports on classified incidents |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Define possible solutions to anomalies |
Post implementation reviews |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Incident database |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Problem log |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Problem (management) record |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Analysis reports on infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Requests for change |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Knowledge base (database) |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Reports on classified incidents |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Submit requests for changes needed to re-establish quality of services |
Post implementation reviews |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Incident database |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Problem log |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Problem (management) record |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Analysis reports on infrastructure |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Requests for change |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Knowledge base (database) |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Reports on classified incidents |
2 years |
After last administrative action |
| Information Technology Services |
Problem Management — Conduct post-implementation reviews |
Post implementation reviews |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Develop Change Management Policy |
[Change Management Policy Instruments and supplementary documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Monitor and direct the change process |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Record, evaluate and accept or reject the requests for changes received |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Hold meetings of the Change Advisory Board |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Coordinate the development and implementation of the change |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Evaluate the results of the change |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Approved and rejected requests for change (authorization, documentation and control of changes) |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Revised approved request for change |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Change log |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Hardware configuration chart |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Change Advisory Board Terms of Reference, roles and responsibilities |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Change Advisory Board records of decision |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Schedule of changes |
2 years |
After last administrative action |
| Information Technology Services |
Change Management — Close the change |
Evaluation reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Establish a planning policy for the implementation of new versions |
[Version Implementation Planning Policy Instruments and supplementary documentation] |
N/A |
See Management and Oversight GVT |
| Information Technology Services |
Release Management — Purchase or build new software |
[Documents on purchase of new software or contracting out the build of software when not performed in house] |
N/A |
See Acquisition Services GVT |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Reports from user acceptance test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Test new versions in an environment that simulates the live environment as closely as possible |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Reports from User Acceptance Test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Validate the new versions |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Reports from user acceptance test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Implement new versions in the live environment |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Reports from user acceptance test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Carry out back-out plans to remove the new version if necessary |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Reports from user acceptance test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Update the Definitive software library, the Definitive hardware storage and the Configuration Database |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Definitive software library (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Definitive hardware storage (inventory) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Configuration Database |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Version implementation policy |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Back-out plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Testing reports |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Test protocol |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
User acceptance testing (UAT) case studies |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Reports from user acceptance test (UAT) |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Implementation/release schedule |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Release/rollout plan |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Release/rollout procedure |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Communication with Service Desk |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Communications with users |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Training materials |
2 years |
After last administrative action |
| Information Technology Services |
Release Management — Inform and train users about the functionality of the newly released version |
Reports on release/rollout |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Identify items within the information technology infrastructure |
Configuration management database (CMDB) including a register of software licenses |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Identify items within the information technology infrastructure |
Reports on the configuration management database (CMDB) |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Record items in the IT infrastructure in the configuration management database (CMDB) |
Configuration management database including a register of software licenses (CMDB) |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Record items in the IT infrastructure in the configuration management database (CMDB) |
Reports on the configuration management database (CMDB) |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Monitor items in the configuration management database (CMDB) |
Configuration management database (CMDB) including a register of software licenses |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Monitor items in the configuration management database (CMDB) |
Reports on the configuration management database (CMDB) |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Report on items in the configuration management database (CMDB) |
Configuration management database including a register of software licenses (CMDB) |
2 years |
After last administrative action |
| Information Technology Services |
Configuration Management — Report on items in the configuration management database (CMDB) |
Reports on the configuration management database (CMDB) |
2 years |
After last administrative action |
| Materiel Services |
Operating — Receipt and inspection of assets |
Annotated packing slip, way-bill, delivery paperwork, bill of lading
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Verification against contract/purchase order specifications
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Correspondence regarding non-compliance/discrepancy of delivery
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Internal inspection reports, photographs
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Claims for damage
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Tracking records for partial shipments
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Contractual remedies/sanctions in the case of non-compliance
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Quality Assurance/Technical testing reports
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Receipt and inspection of assets |
Record of asset details in asset management database
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
2 years |
After last administrative use |
| Materiel Services |
Operating — Inventory control |
Asset management database
Note: The Controlled Goods Directive specifies the content of inventory records relating to controlled goods. |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Inventory control |
Reports on missing assets
Note: The Controlled Goods Directive specifies the content of inventory records relating to controlled goods. |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Inventory control |
Reports of asset write-offs sent to Finance
|
6 years |
After end of fiscal year in which the assets are disposed of, in reference to Policy on Accounting for Inventories, s.1.1.1, and Guide to Management of Materiel, s. 4 |
| Materiel Services |
Operating — Warehousing |
Documents regarding issuing of materiel |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing |
Forecasting plans |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing |
Average usage reports |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing |
Order quantity determinations |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing |
[Documents related to training or disciplinary action in relation to safe handling or theft of assets] |
N/A |
See Human Resources Management GVT |
| Materiel Services |
Operating — Warehousing controlled goods |
Security assessments and supporting documentation
Additional records (IRBV)s requirements specific to controlled goods (as defined by the Defence Production Act, Schedule – Controlled Goods List—in reference to the Export Control List—and Controlled Goods Directive, s. 4) |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled goods |
Security plan
Additional records (IRBV)s requirements specific to controlled goods (as defined by the Defence Production Act, Schedule – Controlled Goods List—in reference to the Export Control List—and Controlled Goods Directive, s. 4) |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled goods |
Correspondence with the Minister with respect to any security breaches
Additional records (IRBV)s requirements specific to controlled goods (as defined by the Defence Production Act, Schedule – Controlled Goods List—in reference to the Export Control List—and Controlled Goods Directive, s. 4) |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled goods |
Visitor orientation documents concerning the safe handling of controlled goods
Additional records (IRBV)s requirements specific to controlled goods (as defined by the Defence Production Act, Schedule – Controlled Goods List—in reference to the Export Control List—and Controlled Goods Directive, s. 4) |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Additional records (IRBV) requirements specific to controlled products (hazardous goods) (as defined by the Hazardous Products Act, Schedule II, in reference to Controlled Products Regulations, s. 33 – 66, and Transportation of Dangerous Goods (TDG) Regulations, Schedule 1) |
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Register of hazardous/dangerous goods
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Permits, authorization documents
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Packing slip, way-bill, delivery paperwork, transportation manifest (including shipping records)
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Shipping discrepancy reports
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Site storage plan
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Accident response plan
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
WHMIS and Occupational Health and Safety (OHS) training records
|
1 year |
After superseded or obsolete |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Material Safety Data Sheets (MSDS)
|
N/A |
Until superseded or the controlled product is disposed of
Note: Retention of MSDS information resources relating to controlled products – as defined by Canada Occupational Health and Safety (COHS) Regulations, s. 10.31 (1) and Maritime Occupational Health and Safety (MOHS) Regulations, s. 259 – is based on COHS Regulations, s. 10.32 (3) and MOHS Regulations, s. 262 and 263.
|
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Material Safety Data Sheets (MSDS) stickers
|
N/A |
Until superseded or the controlled product is disposed of
Note: Retention of Material Safety Data Sheets (MSDS) information resources relating to controlled products – as defined by Canada Occupational Health and Safety (COHS) Regulations, s. 10.31 (1) and Maritime Occupational Health |
| Materiel Services |
Operating — Warehousing controlled products (hazardous goods) |
Material Safety Data Sheets (MSDS) binders
|
N/A |
Until superseded or the controlled product is disposed of
Note: Retention of Material Safety Data Sheets (MSDS) information resources relating to controlled products – as defined by Canada Occupational Health and Safety (COHS) Regulations, s. 10.31 (1) and Maritime Occupational Health and Safety (MOHS) Regulations, s. 259 – is based on COHS Regulations, s. 10.32 (3) and MOHS Regulations, s. 262 and 263
|
| Materiel Services |
Operating — Warehousing heritage assets |
Heritage assessment survey, value determination
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Operating — Warehousing heritage assets |
Item-specific correspondence
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Operating — Warehousing heritage assets |
Entry into movable asset inventory system flagging heritage asset
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Operating — Warehousing heritage assets |
Heritage value/significance assessment (details on object, acquisition date, reference manuals, photographs of it in use, research on items of similar type, oral histories of use, etc.) |
1 year |
After the item is removed from the inventory |
| Materiel Services |
Operating — Warehousing heritage assets |
Conservation plan if item is still in use (asset conservation management plan)
|
5 years |
After superseded or obsolete, based on traditional retention practice applied to policies and procedures |
| Materiel Services |
Operating — Assignment/allocation of assets |
Framework documents demonstrating the link between the assets and program needs/mandate
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specify the content of shipping records relating to dangerous goods. |
2 years |
After last administrative action |
| Materiel Services |
Operating — Assignment/allocation of assets |
[Executive correspondence on assets, program needs, and/or mandate framework] |
N/A |
See Management and Oversight GVT |
| Materiel Services |
Operating — Assignment/allocation of assets |
Correspondence (request)
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specify the content of shipping records relating to dangerous goods. |
2 years |
After last administrative action |
| Materiel Services |
Operating — Assignment/allocation of assets |
Documents surrounding licences/permits (permits, registration)
Note: The TDG Regulations, Part 3, specify the content of shipping records relating to dangerous goods. |
2 years |
After last administrative action |
| Materiel Services |
Operating — Assignment/allocation of assets |
Sign-out log/sheets
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specify the content of shipping records relating to dangerous goods. |
2 years |
After last administrative action |
| Materiel Services |
Operating — Monitor and review use |
Reports submitted to Senior Management and Finance
|
6 years |
After end of fiscal year in which the evaluations, studies and reports are submitted |
| Materiel Services |
Operating — Monitor and review use |
Performance measure evaluations
|
6 years |
After end of fiscal year in which the evaluations, studies and reports are submitted |
| Materiel Services |
Operating — Monitor and review use |
Benchmarking reports
|
6 years |
After end of fiscal year in which the evaluations, studies and reports are submitted |
| Materiel Services |
Operating — Monitor and review use |
Feasibility studies
|
6 years |
After end of fiscal year in which the evaluations, studies and reports are submitted |
| Materiel Services |
Operating — Monitor and review use |
Loss investigation reports
|
6 years |
After end of fiscal year in which the evaluations, studies and reports are submitted |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Instruction manuals |
2 years |
After last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Incident logs/reports |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Removal from premises forms, sign-out sheets |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Teleworking forms
|
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Log books, vehicle log (mileage loads, lead details) |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Fleet management system, fleet database |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Use authorization form |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Proof of insurance/government indemnification |
2 years |
after last administrative action |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Reports of inspection, testing or maintenance work performed in relation to motorized or manual materials handling equipment
|
1 year |
After the report is signed, based on COHS Regulations, s.14.20 |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Records of inspection, testing, maintenance and calibration of diving equipment used by employees
|
5 years |
After date of equipment inspection, testing, maintenance and based on COHS Regulations, s. 18.41 and 18.42 |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Official log books of Canadian vessels of 100 gross tonnes or more
|
5 years |
After the day on which the log book was completed or the day on which a change is made in registration of the vessel, based on Marine Personnel Regulations, s. 340(5) |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Financial records related to operation, e.g., repairs, receipts for fuel purchases
|
6 years |
After the end of the fiscal year in which expenditures are made |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Financial records related to operation, e.g., records of credit cards issued in relation to vehicles, records pertaining to insurance and liability |
6 years |
After the end of the fiscal year in which the materiel asset is disposed of |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Records of pesticide application |
30 years |
After the date of application, based on the National Joint Council (NJC) Occupational Health and Safety (OHS) Directive, s. 10.24.1 |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
[Material assets and associated Health and Safety Incident training] |
N/A |
See Human Resources Management GVT |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Hazardous waste control forms
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
N/A |
As long as the equipment is in use, based on COHS Regulations, S. 14.20 |
| Materiel Services |
Operating — Use of assets (on- and off-site) |
Hazardous occurrence reports (reports of investigations into the likelihood that the health or safety of an employee in a workplace is or may be endangered by exposure to a hazardous substance) |
30 years |
After the date on which the qualified person signed the report, based on COHS Regulations, S. 10.6 |
| Materiel Services |
Operating — Loan of an asset to an external organization |
Asset loan agreement |
1 year |
After return or disposal of asset |
| Materiel Services |
Operating — Loan of an asset to an external organization |
Contracts, agreements, Memoranda of Understanding (MOU) |
1 year |
After return or disposal of asset |
| Materiel Services |
Operating — Loan of an asset to an external organization |
[Prepared Legal Documents for external asset loan] |
N/A |
See Legal Services GVT |
| Materiel Services |
Operating — Loan of an asset to an external organization |
Correspondence between participants (i.e., lenders, borrowers, legal counsel) |
1 year |
After return or disposal of asset |
| Materiel Services |
Operating — Activities taken to secure assets against theft, damage and deterioration |
Threat and risk assessment |
5 years |
After last administrative action |
| Materiel Services |
Operating — Activities taken to secure assets against theft, damage and deterioration |
Security logs/inspection reports/incident reports |
5 years |
After last administrative action |
| Materiel Services |
Maintaining — Maintaining |
Inspection records
|
2 years |
N/A |
| Materiel Services |
Maintaining — Maintaining |
Testing records
|
2 years |
N/A |
| Materiel Services |
Maintaining — Maintaining |
Maintenance and repair records
|
2 years |
N/A |
| Materiel Services |
Maintaining — Maintaining |
Maintenance agreements
|
2 years |
N/A |
| Materiel Services |
Maintaining — Maintaining |
Annual certification
|
2 years |
N/A |
| Materiel Services |
Maintaining — Maintaining |
Inspection records
|
1 year |
After disposal of equipment |
| Materiel Services |
Maintaining — Maintaining |
Testing records
|
1 year |
After disposal of equipment |
| Materiel Services |
Maintaining — Maintaining |
Maintenance and repair records
|
1 year |
After disposal of equipment |
| Materiel Services |
Maintaining — Maintaining |
Maintenance agreements
|
1 year |
After disposal of equipment |
| Materiel Services |
Maintaining — Maintaining |
Annual certification
|
1 year |
After disposal of equipment |
| Materiel Services |
Maintaining — Maintaining |
Records of inspection and maintenance of anchor points and permanently installed suspended platforms,
|
2 years |
After the date of inspection, based on COHS Regulations, s. 2.16 (8) |
| Materiel Services |
Maintaining — Maintaining |
Records of inspections of a 'person's transfer apparatus'
|
2 years |
After the inspection record is signed, based on Maritime Occupational Health and Safety (MOHS) Regulations s. 136(2)(d) |
| Materiel Services |
Maintaining — Maintaining |
Records of the self-contained breathing apparatus provided by the employer
|
2 years |
After the apparatus ceases to be used, based on Maritime Occupational Health and Safety (MOHS) Regulations s. 148 |
| Materiel Services |
Maintaining — Maintaining |
Reports of inspection, test and maintenance of materials handling equipment
|
2 years |
After the report is signed, based on Maritime Occupational Health and Safety (MOHS) Regulations 2. 227 |
| Materiel Services |
Maintaining — Maintaining |
Records of inspections required by Maritime Occupational Health and Safety (MOHS) Regulations, s. 62
|
3 years |
After the date of inspection |
| Materiel Services |
Maintaining — Maintaining |
Records of routine vehicle maintenance and report
|
3 years |
After disposal of vehicle |
| Materiel Services |
Maintaining — Maintaining |
Reports of inspection, testing, cleaning and maintenance operation for Heating, Ventilation and Air Conditioning (HVAC) systems
|
5 years |
After the date of the report, based on COHS Regulations, s. 2.24(5) |
| Materiel Services |
Maintaining — Maintaining |
Records of vehicle repairs or replacements resulting from accidents |
10 years |
After repairs, based on National Joint Council (NJC) Occupational Health and Safety (OHS) Directive s. 16.7.2 |
| Materiel Services |
Maintaining — Maintaining |
Records of modifications or repairs made to anchor points and permanently installed suspended platforms |
As long as used |
Based on COHS Regulations s. 2.16(8) |
| Materiel Services |
Maintaining — Maintaining Protective Equipment |
Records of protection equipment (i.e., safety materials, equipment, devices and clothing) provided by the employer
Note: The COHS Regulations, s. 12.14 (2), specify the content of these records; the Maritime Occupational Health and Safety (MOHS) Regulations, s. 95, specify what is to be inspected. |
2 years |
After the equipment ceases to be used, based on COHS Regulations, s. 12.14(1) and Maritime Occupational Health and Safety (MOHS) Regulations, s. 148(1) |
| Materiel Services |
Maintaining — Maintaining Protective Equipment |
Records of inspection required by Maritime Occupational Health and Safety (MOHS) Regulations, s. 95
Note: According to the COHS Regulations, s. 12.14 (1), records of all inspections are to be retained |
2 years |
After the inspection record is signed by the person who carried out the inspection |
| Materiel Services |
Maintaining — Maintaining Protective Equipment |
Records of all inspections
Note: According to the COHS Regulations, s. 12.14 (1), records of all inspections are to be retained |
2 years |
After the equipment ceases to be used, based on COHS Regulations, s. 12.14(1)
|
| Materiel Services |
Maintaining — Maintaining Heritage Assets |
Additional records (IRBV) requirements specific to heritage assets (as defined by the Guide to the Management of Movable Heritage Assets, Appendix B)
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Maintaining — Maintaining Heritage Assets |
Documentation of maintenance or restoration work
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Maintaining — Maintaining Heritage Assets |
Conservation treatment documents (before and after photos, treatment plan, reports on results of treatment)
|
1 year |
After the item is removed from the inventory |
| Materiel Services |
Disposal — Disposal |
Lists of surplus assets (available for reuse within the institution or available for other government institutions) |
1 year |
After superseded or obsolete |
| Materiel Services |
Disposal — Disposal |
Correspondence with CAD
|
1 year |
After surplus declaration to CAD |
| Materiel Services |
Disposal — Disposal |
Disposal forms
|
1 year |
After surplus declaration to CAD |
| Materiel Services |
Disposal — Disposal |
Report of Surplus (ROS) |
1 year |
After surplus declaration to CAD |
| Materiel Services |
Disposal — Disposal |
Condemnation and destruction document |
1 year |
After disposal |
| Materiel Services |
Disposal — Disposal |
Write-offs |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal |
Sales documents |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal |
Surplus document |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal |
Donation documents |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of controlled goods (see also the sub-activity Disposal) |
Additional records (IRBV) requirements specific to controlled goods (as defined by the Defence Production Act, Schedule – Controlled Goods List—in reference to the Export Control List—and the Controlled Goods Directive, s. 4) |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of controlled goods (see also the activity Disposal) |
Documents outlining the description of transfer, the date of transfer, the identity and address to whom the controlled goods were transferred Description of the manner and date of disposition |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of hazardous goods (see also the activity Disposal) |
Additional records (IRBV) requirements specific to controlled products (hazardous goods) (as defined by the Hazardous Products Act, Schedule II, in reference to Controlled Products Regulations, s. 33 – 66, and TDG Regulations, Schedule 1) |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of hazardous goods (see also the activity Disposal) |
Hazardous waste control forms
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of hazardous goods (see also the activity Disposal) |
Shipping logs
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of hazardous goods (see also the activity Disposal) |
Shipping permits
Note: The Transportation of Dangerous Goods (TDG) Regulations, Part 3, specifies the content of shipping records relating to dangerous goods. |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of heritage assets (see also the activity Disposal |
Additional records (IRBV) requirements specific to heritage assets (as defined by the Guide to the Management of Movable Heritage Assets, Appendix B) |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of heritage assets (see also the activity Disposal |
Correspondence with museum or similar institution for transfer of asset |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal of heritage assets (see also the activity Disposal |
Cultural Property Export Review Board correspondence |
1 year |
After disposal, sale, or donation |
| Materiel Services |
Disposal — Disposal |
Reports of asset disposal sent to Finance |
6 years |
After the end of the fiscal year in which the disposal takes place, in reference to Policy on Accounting for Inventories, s. 1.1.1; Directive on Disposal of Surplus Materiel, s. 4.11; and Guide to Management of Materiel, s. 4 |
| Materiel Services |
Disposal — Disposal |
Costing analyses used to justify disposal decisions
|
6 years |
After the end of the fiscal year in which the disposal takes place, in reference to Policy on Accounting for Inventories, s. 1.1.1; Directive on Disposal of Surplus Materiel, s. 4.11; and Guide to Management of Materiel, s. 4 |
| Real Property Services |
Plan — Investment Planning for Real Property |
[Planning Documentation for Real Property Investment] |
N/A |
See Management and Oversight GVT |
| Real Property Services |
Plan — Assessing and planning real property requirements |
[Evaluation of existing assets and resources] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Plan — Assessing and planning real property requirements |
[Assessment of current and future organizational needs] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Acquire — All activities involved in the acquisition of Real Property |
[Real Property Procurement Documentation] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Acquire — All activities involved in the acquisition of Real Property |
[Legal Acquisition Documentation] |
N/A |
See Legal Services GVT |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Architectural or engineering documents |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
As-built drawings and specifications |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Land survey information resources |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Asset inspection reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Asset condition assessments |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Photographs related to condition of building |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Consultant reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Commissioning reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Technical reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Planning documents |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Statistics |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Internal procedure documents for seeking exemptions to accessibility standards |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Documented rationale for exemptions to accessibility standard |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Code compliance inspections |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Engineering reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Health and safety reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Occupancy permits |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Meet user needs by ensuring that policies and standards are adhered to, seeking exemptions to standards where necessary, allocating space according to user needs |
Repair logs |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Contracts related to repair or maintenance |
[Contracts and associated documentation] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Operate and Maintain — Contracts related to repair or maintenance |
[Contract payments and associated documentation] |
N/A |
See Financial Management GVT |
| Real Property Services |
Operate and Maintain — Manage the site in an environmentally sound manner |
Sustainable development strategy policies, standards, etc. |
5 years |
After last administrative action |
| Real Property Services |
Operate and Maintain — Manage the site in an environmentally sound manner |
Reports on initiatives |
2 years |
After last administrative action |
| Real Property Services |
Operate and Maintain — Response to environmental incidents (spills, contamination) |
Incident reports |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Response to environmental incidents (spills, contamination) |
Remediation plans |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Inspect and maintain (grounds, buildings, signage) for all assets |
Maintenance records (e.g., boiler inspections, elevator inspections, emergency generator, emergency lighting system, etc.) |
The retention of information resources related to routine maintenance and inspections are prescribed under the Canadian Occupational Health and Safety Regulations (COHS) and it is recommended that you refer to this legislation for specifics |
N/A |
| Real Property Services |
Operate and Maintain — Inspect and maintain (grounds, buildings, signage) for all assets |
Code compliance inspections |
2 years |
After last administrative use |
| Real Property Services |
Operate and Maintain — Inspect and maintain (grounds, buildings, signage) for all assets |
Health and Safety monthly and annual inspection reports |
2 years |
After last administrative use |
| Real Property Services |
Operate and Maintain — Inspect and maintain (grounds, buildings, signage) for all assets |
Sprinkler, fire, alarm system reports |
2 years |
After last administrative use |
| Real Property Services |
Operate and Maintain — Procurement and payment of contractors engaged in routine maintenance activities |
[Documentation related to procurement of routine maintenance activities] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Operate and Maintain — Procurement and payment of contractors engaged in routine maintenance activities |
[Documentation related to payment of routine maintenance activities] |
N/A |
See Financial Management GVT |
| Real Property Services |
Operate and Maintain — Emergency planning |
Disaster/Threat response plans (including flood, fire, earthquake, evacuation, etc.) |
5 years |
After superseded |
| Real Property Services |
Operate and Maintain — Emergency planning |
Fire Safety Plan |
5 years |
After superseded |
| Real Property Services |
Operate and Maintain — Emergency planning |
Memos to occupants on COHS regulations, fire code regulations, etc. |
5 years |
After superseded |
| Real Property Services |
Operate and Maintain — Emergency planning |
Fire/Evacuation drill reports |
2 years |
After date of evacuation or drill |
| Real Property Services |
Operate and Maintain — Manage building security |
Threat and risk assessment |
3 years |
After superseded |
| Real Property Services |
Operate and Maintain — Manage building security |
Security plan |
3 years |
After superseded |
| Real Property Services |
Operate and Maintain — Manage building security |
CCTV camera recordings |
3 years |
After superseded |
| Real Property Services |
Operate and Maintain — Manage building security |
Security logs |
3 years |
After superseded |
| Real Property Services |
Operate and Maintain — Manage building security |
Facility security committee meeting minutes |
3 years |
After superseded |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Request for evaluation (introductory letter, preliminary information sheet, photographs, plans for each structure to be evaluated) |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Copy of Historic Report |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Response from Federal Heritage Building Review Office (FHBRO) (including decision not to recognize) |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Copy of Building Evaluation Record |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Minutes of Evaluation meeting |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Copy of recommendation for designation as sent to the Minister of the Environment |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Copy of approval of designation as received from the Minister of the Environment |
10 years |
After disposal of property |
| Real Property Services |
Operate and Maintain — Submit to Federal Heritage Building Review Office (FHBRO) for buildings more than 40 years of age |
Copy of Heritage Character Statement |
10 years |
After disposal of property |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Notification of the Fire Protection Program of any fire occurring in the facility (major or minor incident reports to the Office of the Fire Marshal) |
Major fire – 5 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Notification of the Fire Protection Program of any fire occurring in the facility (major or minor incident reports to the Office of the Fire Marshal) |
Minor fire – 2 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Fire investigation report |
Major fire – 5 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Fire investigation report |
Minor fire – 2 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Implementation plan |
Major fire – 5 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Implementation plan |
Minor fire – 2 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Revised Fire Safety Plan |
Major fire – 5 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Revised Fire Safety Plan |
Minor fire – 2 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Revised Evacuation Plan |
Major fire – 5 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Revised Evacuation Plan |
Minor fire – 2 years |
After report made to the Office of the Canadian Fire Marshal |
| Real Property Services |
Investigate — Investigate incidents as part of administrative activities |
Investigation reports on incidents |
3 years |
After investigation completed |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
Planning documents (including architectural or engineering documents) |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
Specifications |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
As-built drawings/specification |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
Documentation of alterations |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
[Procurement process records for alterations and associated documentation] |
N/A |
See Acquisition Services GVT |
| Real Property Services |
Improve (Betterments) — Building Alterations (for structures that are not Classified under Federal Heritage Building Review Office (FHBRO) |
[Payment records for alterations and associated documentation] |
N/A |
See Financial Management GVT |
| Real Property Services |
Improve (Betterments) — Interventions to a Classified structure |
Correspondence with Federal Heritage Building Review Office (FHBRO) on betterments |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Interventions to a Classified structure |
Correspondence with heritage conservation professionals |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Interventions to a Classified structure |
Review of intervention report |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Interventions to a Classified structure |
Copy of review of intervention report (if required by FHBRO) |
10 years |
After disposal of property |
| Real Property Services |
Improve (Betterments) — Interventions to a Classified structure |
Documentation of alterations (as required to demonstrate changes to a designated building) |
10 years |
After disposal of property |
| Real Property Services |
Manage Real Property Agreements — Manage agreements between custodian and tenant |
Custodial agreements (including documents that demonstrate a common understanding of respective roles, responsibilities and financial commitments) |
25 years |
After expiry of agreement, or sale of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Condition Assessment |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Condition Report (including engineering or architectural drawings, photographs) |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Facilities Condition Index (FCI) |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Building Condition Index (BCI) |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Real Property IM system (database) |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Engineering Management Systems (EMS) suite of tools |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Report on functionality |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Report on utilization |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Facilities operating Current Replacement Index |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Facilities Operating Gross Area Index |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Operational performance reports |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Building efficiency reports |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Asset condition – Facility index |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Net book value (NBV) reports |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Unit cost reports |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
User satisfaction surveys |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Monitor the condition of the Real Property |
Vacancy rate reports |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Inform TBS of the official contact and data submitter for the Directory, Inventory or database |
Correspondence with TBS regarding official contact and data submitter for the Directory, Inventory or database |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update the Directory of Federal Real Properties (DFRP) |
Correspondence with TBS regarding official contact and data submitter for the Directory, Inventory or database |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update the Federal Contaminated Sites Inventory (FSCI) |
Correspondence with TBS regarding official contact and data submitter for the Directory, Inventory or database |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update Real Property Information Management System |
Correspondence with TBS regarding official contact and data submitter for the Directory, Inventory or database |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Inform TBS of the official contact and data submitter for the Directory, Inventory or database |
Annual certification of the completeness and accuracy of the records and contact list |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update the Directory of Federal Real Properties (DFRP) |
Annual certification of the completeness and accuracy of the records and contact list |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update the Federal Contaminated Sites Inventory (FSCI) |
Annual certification of the completeness and accuracy of the records and contact list |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Update Real Property Information Management System |
Annual certification of the completeness and accuracy of the records and contact list |
2 years |
After last administrative action |
| Real Property Services |
Monitor/Report — Inform TBS of the official contact and data submitter for the Directory, Inventory or database |
Copy of current, complete and accurate information placed within the Directory, Inventory or database |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Update the Directory of Federal Real Properties (DFRP) |
Copy of current, complete and accurate information placed within the Directory, Inventory or database |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Update the Federal Contaminated Sites Inventory (FSCI) |
Copy of current, complete and accurate information placed within the Directory, Inventory or database |
10 years |
After disposal of property |
| Real Property Services |
Monitor/Report — Update Real Property Information Management System |
Copy of current, complete and accurate information placed within the Directory, Inventory or database |
10 years |
After disposal of property |
| Real Property Services |
Disposal — Proactive planning for disposal |
Performance assessment of the functionality and utilization of real property |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Proactive planning for disposal |
Functional Assessment Investment Plan and Business Plan |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Proactive planning for disposal |
Disposal strategy documents |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Proactive planning for disposal |
[Legal documents pertaining to proactive planning for disposal] |
N/A |
See Legal Services GVT |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Correspondence with TBS (when required) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Correspondence with Justice Canada (when required) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Cost-benefit analysis document |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Determination of value document (consideration) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Correspondence with Federal Heritage Building Review Office (FHBRO) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Report from department (justification of inability to protect heritage buildings prior to destruction) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Copy of Best Efforts Letter |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
Results of search for Aboriginal treaty rights |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Routine Asset |
[Legal documents pertaining to disposal of routine assets] |
N/A |
See Legal Services GVT |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with TBS |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Cost-benefit analysis document |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with Canada Lands Company (CLC) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with Federal Heritage Building Review Office (FHBRO) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Report from department (justification of inability to protect heritage buildings prior to destruction) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Copy of Best Efforts Letter |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Horizontal issues document |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Call for Interest document (final) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Expressions of interest |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with Aboriginal Affairs and Northern Development Canada |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with Deputy Head |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Copy of Business plan created by Canada Lands Company (CLC) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Strategic Analysis report |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Current estimate based on highest and best use of on Real Property (RP) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Current estimate of market rent |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Portfolio valuation |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Appraisal form (Narrative Appraisal Report (1B1), Summary Narrative Appraisal Report (1B2), Form Appraisal Report (1B3) or an Update Report (1B4) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Disposal strategy and recommendation |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Approval documents |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Correspondence with Justice Canada (JUS) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
Investment plan (approved by TBS) |
5 years |
After sale, transfer, expiry of lease (EXCLUDING legal documents) |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
[Legal documents pertaining to disposal of strategic assets] |
N/A |
See Legal Services GVT |
| Real Property Services |
Disposal — Disposal of Routine Asset |
[Real property sale communications] |
N/A |
See Communications Services GVT |
| Real Property Services |
Disposal — Disposal of Strategic Assets |
[Real property sale communications] |
N/A |
See Communications Services GVT |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Creating communication resources for public education (e.g., guidelines) |
[Public-facing educational resources promoting regulatory non-compliance] |
N/A |
See Communications Services GVT |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Outreach and advocating compliance |
Substantive drafts and final copies including: Briefing documents, reports, presentation decks |
3 years |
Based on traditional practice |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Outreach and advocating compliance |
Substantive drafts and final copies including: Training plans, standard exams, participant lists, evaluation notifications to students, course evaluations |
2 years |
Information resources (IR) that do not contain personal information, after last administrative use or event completed or abandoned
|
| Regulatory Compliance and Enforcement |
Promoting Compliance — Outreach and advocating compliance |
Substantive drafts and final copies including: Training plans, standard exams, participant lists, evaluation notifications to students, course evaluations |
2 years |
IR that contain personal information, based on traditional practice after event based on Privacy Regulations, s. 4 |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Outreach and advocating compliance |
Substantive drafts and final copies of: Curricula material |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Providing advice and guidance |
Queries |
5 years |
Based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Promoting Compliance — Providing advice and guidance |
Responses |
5 years |
Based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Inspection plans or schedules |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Inspection or audit reports |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Detection notice forms |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Performance indicators |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Test results |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Sample results |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Case files |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Inspection notes |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Databases of statistics from inspections |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Photographs |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Audit templates |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting inspections and safety audits |
Inspection checklists |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Receiving documentation from regulated parties to demonstrate compliance |
Test results |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Receiving documentation from regulated parties to demonstrate compliance |
Self-monitoring reports |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Receiving documentation from regulated parties to demonstrate compliance |
Requested documentation (e.g. procedures, workflows, policies) |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting surveillance |
Reports |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting surveillance |
Detection notice forms |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Conducting surveillance |
Performance indicators and results |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Reporting results to regulated parties |
Correspondence |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Reporting results to regulated parties |
Reports |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Correspondence |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Correspondence |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Correspondence where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Correspondence where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Reports |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Reports |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Reports where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Reports where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Memoranda of understanding (MOUs) |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Memoranda of understanding (MOUs) |
5 years |
After agreement is superseded or terminated, based on traditional practice applied within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Consulting with regulated parties and other GC institutions regarding compliance and enforcement |
Memoranda of understanding (MOUs) where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Providing recommendations to other regulating agencies |
Memoranda of understanding (MOUs) where the agreement contains financial elements, based on traditional practice applied within the context of Finance Management |
6 years |
After superseded or terminated |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Responding to complaints |
Complaints from public, or other sources (e.g., letters, email, telephone message logs) |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Responding to complaints |
Responses to complainant (e.g., letters, email, telephone message logs) |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Monitoring and Assessing Compliance — Maintaining registries of regulated parties |
Completed registration forms |
2 years |
After superseded or obsolete, based on Privacy Regulations, s. 4 |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Case files |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Letters (e.g., information letters, warning letters, letters of concern) |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Inspection reports |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Notices (e.g., notices of non-compliance, detention notices) |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Summaries of meetings with regulated parties |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Advising regulated parties of non-compliance |
Responses from regulated parties |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Alternative Dispute Resolution (ADR) (mediation, negotiation, conciliation, counseling) |
No records (IRBV) are created |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Issuing orders or directives |
Orders/directions (e.g., payment orders, ministerial orders, stop work orders) |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Issuing orders or directives |
Emergency directives |
5 years |
After superseded, based on traditional practice applied to policy and procedure IR within the context of common administrative activities |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Applying monetary penalties (e.g., the Administrative Monetary Penalty (AMP)) |
Documentation regarding implementation of penalty, including: Notices of violation (e.g., violations with penalty), Responses from regulated parties |
5 years |
After last administrative action, based on: Agriculture and Agri-Food Administrative Monetary Penalties Act, s. 23; Canada Shipping Act, s. 239; Environmental Violations Administrative Monetary Penalties Act, s. 27 (2); and Industry Canada – Measurement Canada – Regulatory Proposal for Administrative Monetary Penalties Note: consult also the Customs Act and the Administrative Monetary Penalties Regulations for retention obligations specified for different record types |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Action to modify an authorization (e.g., a license) |
Documentation regarding the implementation of penalties, including: Notices of modifications to authorization (e.g., licence removals), Notices of suspension of business activities, Responses from regulated parties |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Seizing and detaining (goods, etc.) |
Documentation regarding implementation of penalties, including: Notification letters, Seizure forms, Orders (e.g., detention orders, disposal orders, orders to stop sales), Seizure reports, Responses from regulated parties |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Liaising with regulated parties to ensure that enforcement conditions are fulfilled |
Correspondence |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Liaising with regulated parties to ensure that enforcement conditions are fulfilled |
Press releases |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Liaising with regulated parties to ensure that enforcement conditions are fulfilled |
Test results |
N/A |
Generically applicable retention recommendations are unavailable for information resources generated by these business processes |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Transferring a case to another authority for investigation, alternative dispute resolution (ADR), or court proceedings |
Correspondence with Department of Justice |
N/A |
Retain until the institution to which the case was transferred advises that the case is closed
Note: institutions should always consult with their Legal Services to determine the amount of time to retain the information resources produced by this sub-activity |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Transferring a case to another authority for investigation, alternative dispute resolution (ADR), or court proceedings |
Correspondence with other GC institutions or regulating institutions or authorities |
N/A |
Retain until the institution to which the case was transferred advises that the case is closed
Note: institutions should always consult with their Legal Services to determine the amount of time to retain the information resources produced by this sub-activity |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Transferring a case to another authority for investigation, alternative dispute resolution (ADR), or court proceedings |
Court orders, decisions, plea bargain statements |
N/A |
Retain until the institution to which the case was transferred advises that the case is closed
Note: institutions should always consult with their Legal Services to determine the amount of time to retain the information resources produced by this sub-activity |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Communicating regulatory non-compliance to the public |
[Public-facing communications on regulatory non-compliance] |
N/A |
See Communications Services GVT |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Investigating |
[Any documentation produced to regulate non-compliance requiring an investigation] |
N/A |
See Investigating GVT |
| Regulatory Compliance and Enforcement |
Responding to Non-Compliance — Adjudication |
[Any response to non-compliance requiring adjudication processes] |
N/A |
See Adjudication GVT |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Principle application, motion, complaint or appeal |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Supporting documentation |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Request for review |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Order from higher court for retrial |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Report of proceedings from original institution (for example, Arbitration Board) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Receiving the application |
Order to stay filing of decision that is under appeal (until review/appeal is completed) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Acknowledgement letter to applicant or appellant |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Notification of respondent |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Notice of hearing |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Notice of appeal/leave to appeal |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Request for information (RFI) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Responses from parties |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Authorization of agent or counsel to act on behalf of applicant or respondent |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Subpoenas |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Summons |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Discovery order |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Correspondence with Minister (as appropriate) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Corresponding with parties |
Dismissal of case |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Application for intervention |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Application for postponement |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Motion for particulars |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Motion for inadmissibility |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Application to amend |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Request for extension of deadline for submissions |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Request for change of decision-maker |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Request for exclusion of witnesses or in camera hearing |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Consider pre-hearing/preliminary applications |
Response of Tribunal/Board to above (including dismissal of case) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Conducting pre-hearing meetings |
Summary of pre-hearing meeting |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Conducting pre-hearing meetings |
Agreement among parties |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Preparing for a Hearing — Alternative Dispute Resolution |
Agreement among parties (most information resources created will be confidential and therefore not be filed in the corporate repository) |
N/A |
N/A |
| Adjudication |
Holding a Hearing — Considering evidence |
Documentary evidence |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Considering evidence |
Written expert reports |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Considering evidence |
Objects or photos of objects |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Considering evidence |
Affidavits |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Considering evidence |
Transcripts/recordings of proceedings |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Considering evidence |
Summary of oral evidence |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Hearing applications |
Application to set aside a proceeding for irregularity |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Making interim decisions |
Agreement among parties |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Making interim decisions |
Notification of withdrawal by applicant or appellant |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Making interim decisions |
Notification of parties |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Making interim decisions |
Notice of postponement |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Holding a Hearing — Making interim decisions |
Notice of adjournment |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Recording a decision |
Statement of decision (report, letter, etc.) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Recording a decision |
Statement of reasons for decision (report, letter, etc.) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Recording a decision |
Statement of findings |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
Request for written decision |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
Request for reasons for decision |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
Order from higher court requesting reasons for decision |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
Correspondence with parties |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
Public announcement |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Communicating the decision |
[Communications for public announcements] |
N/A |
See Communications Services GVT |
| Adjudication |
Making a Decision — Enforcing the decision |
Statement of action |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Adjudication |
Making a Decision — Enforcing the decision |
Orders arising from decision (e.g. Stay of benefits, payment of compensation, etc.) |
10 years |
After case closed and all avenues of appeal have been exhausted |
| Treasury Board Submissions |
Advising — Advising |
Internal guidance materials e.g., institution-specific drafting guides) |
5 years |
After being superseded |
| Treasury Board Submissions |
Advising — Advising |
Templates |
5 years |
After being superseded |
| Treasury Board Submissions |
Advising — Advising |
Tools |
5 years |
After being superseded |
| Treasury Board Submissions |
Advising — Advising |
Correspondence/advice |
5 years |
After being superseded |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Correspondence with internal Submission Coordinator |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Correspondence with analyst at TBS |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Flowsheet |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Substantive drafts of the TB Submission (where content is not incorporated in final draft) |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Checklist |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Rationale for security categorization, including any exchanges regarding security categorization, e.g., between the TB Submission drafters and the Corporate Security Officer (or delegate thereof) |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Legal Risk Assessment results |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
TBS Program Sector Analyst’s review and comments of draft TB submission |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Chief Financial Officer’s attestation |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Signed Treasury Board Submission, including appendices |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Ministerial correspondence related to the submission including memos, briefing notes, decks |
2 years |
For submissions not approved - After the receipt of the TB decision |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Correspondence with internal Submission Coordinator |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Correspondence with analyst at TBS |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Flowsheet |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Substantive drafts of the TB Submission (where content is not incorporated in final draft) |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Checklist |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Rationale for security categorization, including any exchanges regarding security categorization, e.g., between the TB Submission drafters and the Corporate Security Officer (or delegate thereof) |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Legal Risk Assessment results |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
TBS Program Sector Analyst’s review and comments of draft TB submission |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Chief Financial Officer’s attestation |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Signed Treasury Board Submission, including appendices |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Preparing the Submission — Preparing the submission |
Ministerial correspondence related to the submission including memos, briefing notes, decks |
2 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Correspondence |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Routing slips |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Rationale for withdrawal of submission |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Delegated authority list |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Delegation of signing authority form |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Specimen signature card |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Briefing notes |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Decision letter |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Certified stamped copy of submission (now an official decision of Treasury Board), also called a turnaround document |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Email correspondence with TBSC that includes the official TB Submission and TBSC acknowledgement of receipt |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Record of conditions |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Reports about the submissions process/ lessons learned documentation |
2 years |
After the submission was submitted, withdrawn, or not approved |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Correspondence |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Routing slips |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Rationale for withdrawal of submission |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Delegated authority list |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Delegation of signing authority form |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Specimen signature card |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Briefing notes |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Decision letter |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Certified stamped copy of submission (now an official decision of Treasury Board), also called a turnaround document |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Email correspondence with TBSC that includes the official TB Submission and TBSC acknowledgement of receipt |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Record of conditions |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
| Treasury Board Submissions |
Coordinating, submitting the final submission and lessons learned — Coordinating and submitting the final submission |
Reports about the submissions process/ lessons learned documentation |
5 years |
For approved submissions - After the funded initiative has ceased, ended, or closed |
