| 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 |
| Treasury
Board Submissions |
Advising
— Consulting with TBS analysts for advice and direction |
Internal guidance materials
(e.g., institution-specific drafting guides) |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Consulting with TBS analysts for advice and direction |
Templates |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Consulting with TBS analysts for advice and direction |
Tools |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Consulting with TBS analysts for advice and direction |
Correspondence/advice |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Advising drafting operational area on expectations, submission process,
timing, etc. |
Internal guidance materials
(e.g., institution-specific drafting guides) |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Advising drafting operational area on expectations, submission process,
timing, etc. |
Templates |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Advising drafting operational area on expectations, submission process,
timing, etc. |
Tools |
5 years |
After superseded |
| Treasury
Board Submissions |
Advising
— Advising drafting operational area on expectations, submission process,
timing, etc. |
Correspondence/advice |
5 years |
After superseded |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TB Sub coordinator within the
institution, the resource management advisor, subject-matter experts, to
identify issues, constraints, and to gather relevant information |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Correspondence
with internal Submission Coordinator |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Correspondence with analyst at
TBS |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Flowsheet |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Substantive drafts of the TB Sub
(where content is not incorporated in final draft) |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Checklist |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Rationale for security
classification |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
[Certificate] |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Chief Financial Officer’s (CFO)
attestation |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with the TBS analyst with regard to context,
timing, submission process, and TB expectations |
Signed
Treasury Board Submission, including appendices and all ministerial
correspondence related to the submission |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Researching content |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Correspondence
with internal Submission Coordinator |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Correspondence with analyst at
TBS |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Flowsheet |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Substantive drafts of the TB Sub
(where content is not incorporated in final draft) |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Checklist |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Rationale for security
classification |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
[Certificate] |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Chief Financial Officer’s (CFO)
attestation |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting with other stakeholders/operational areas (e.g.
policy centres, HR, finance, communications, evaluation, Chief Information
Officer (CIO), etc.) |
Signed
Treasury Board Submission, including appendices and all ministerial
correspondence related to the submission |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Analyzing |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Correspondence
with internal Submission Coordinator |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Correspondence with analyst at
TBS |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Flowsheet |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Substantive drafts of the TB Sub
(where content is not incorporated in final draft) |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Checklist |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Rationale for security
classification |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
[Certificate] |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Chief Financial Officer’s (CFO)
attestation |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Writing |
Signed
Treasury Board Submission, including appendices and all ministerial
correspondence related to the submission |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Determining security classification |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Correspondence
with internal Submission Coordinator |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Correspondence with analyst at
TBS |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Flowsheet |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Substantive drafts of the TB Sub
(where content is not incorporated in final draft) |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Checklist |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Rationale for security
classification |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
[Certificate] |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Chief Financial Officer’s (CFO)
attestation |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Consulting translation services |
Signed
Treasury Board Submission, including appendices and all ministerial
correspondence related to the submission |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining sign-off from the deputy head, assistant deputy
minister, legal services, internal audit and evaluation services, etc. |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Correspondence
with internal Submission Coordinator |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Correspondence with analyst at
TBS |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Flowsheet |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Substantive drafts of the TB Sub
(where content is not incorporated in final draft) |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Checklist |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Rationale for security
classification |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
[Certificate] |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Chief Financial Officer’s (CFO)
attestation |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Chief Financial Officer’s (CFO) approval |
Signed
Treasury Board Submission, including appendices and all ministerial
correspondence related to the submission |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Correspondence with internal
Submission Coordinator |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Correspondence
with analyst at TBS |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Flowsheet |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Substantive
drafts of the TB Sub (where content is not incorporated in final draft) |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Checklist |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Rationale
for security classification |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
[Certificate] |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Chief
Financial Officer’s (CFO) attestation |
2 years |
After the submission was submitted |
| Treasury
Board Submissions |
Preparing
the Submission — Obtaining Minister’s signature |
Signed Treasury Board
Submission, including appendices and all ministerial correspondence related
to the submission |
2 years |
After the submission was
submitted |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the TBS analyst
concerning scheduling |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating with other institutions
for omnibus submissions |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with the Treasury Board
Submission Centre (TBSC) |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Delivering the original and 15 copies
to the Treasury Board Submission Centre (TBSC) |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Liaising with operational area if
changes are required after Treasury Board reviews the submission |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Coordinating withdrawal of a submission
(if applicable) |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the certified stamped copy of
the TB Decision (i.e., turnaround document) is filed appropriately |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Correspondence |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Routing slips |
2 years |
After the submission was
submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Rationale
for withdrawal of submission |
2 years |
After the submission was submitted or withdrawn |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Delegated authority list |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Delegation
of signing authority form |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Specimen signature card |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Briefing
notes |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Decision letter |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Certifed
stamped copy of submission (now an official decision of Treasury Board), also
called a turnaround document |
5 years |
After the initiative, that is the subject of the submission, has been
completed/terminated |
| Treasury
Board Submissions |
Coordinating
and Submitting the Final Submission — Ensuring the Record of Conditions are
completed and filed |
Record of conditions |
5 years |
After the initiative, that
is the subject of the submission, has been completed/terminated |
| 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 |
