Records of University committees concerned with health and safety in the workplace.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Other Units with Copies | Version Information
Content & Scope
The University has the following committees related to health and safety: Joint Health and Safety Committees and the Lab Safety Committee, which incorporates the former Biosafety and Radiation Committees.
The records include agendas, minutes, committee reports, and copies of supporting documentation.
Related Records
The supporting documents for these committees are typically copies of records in other records classes. For the retention periods of supporting documents, see the relevant records class (e.g., HS60 – Workplace Inspections, HS52 – Incident/Injury Reports).
Responsible Unit
Safety Office.
Information Steward
Vice-President, Administration & Finance.
Information Confidentiality Classification
- Public: minutes of the open sessions of committee meetings; communications and reports intended for public release.
- Confidential: all other records.
Retention
- Agendas, minutes, and committee reports: 20 years.
- Copies of supporting documents: 2 years.
Disposition
Archives Selection.
Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential records must be securely destroyed.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Archival Records
Agendas, minutes, and committee reports are of long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period.
Authority
- Occupational Health and Safety Act, s. 9.
- Health Canada Laboratory Safety Guidelines (3rd ed.), s. 2.5.
- Canadian Nuclear Safety Commission. Regulatory Guide G-121: Radiation Safety in Educational, Medical and Research Institutions, s. 3.3.
Retention Rationale
The retention period is based on operational use. Some of these records have long-term value to the University.
Other Units with Copies
Committee members.
Retention of Copies
Agendas and minutes may be retained until the end of a member's term on the committee. Securely destroy all other records as soon as no longer required for the committee's current work.
Disposition of Copies
Secure Destruction.
Approval Date
19 December 2011