Records of general office operations and administrative support activities necessary for daily operations of the unit.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information
Content & Scope
The records include: mailing and distribution lists; routine, one-time communications (e.g., email, voicemail) with individuals or external organizations which are not required to document the unit’s programs or service delivery; office and individual appointment calendars; faculty and staff contact lists; records of staff meetings concerning routine administrative matters; room bookings; forms design and management, etc.
This class excludes records of academic department meetings.
Related Records
- For records of communications with individuals or organizations which become extended exchanges concerning the unit’s activities or responsibilities, see AD10 – Program & Service Management.
- For records of academic department meetings, see AD20 – Administrative Committees.
Responsible Unit
All units.
Information Confidentiality Classification
- Restricted: communications with individuals and other records (e.g., mailing lists) containing the personal information of students, employees, or members of the public.
- Confidential: all other records.
Retention
Minimum of 1 year and no more than 2 years after last action. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).
Notes:
- Some records may be retained until superseded or obsolete, as templates or models for updated records.
- Anonymized data derived from these records may be retained until superseded or obsolete.
Disposition
Secure destruction.
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.
Authority
- University of Waterloo Act, 1972.
- Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460.
Retention Rationale
Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)).
Under Review Date
7 February 2020