AD45 – Organization [DRAFT]

Records documenting the University’s organizational structure.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Version Information

Content & Scope

Administrative units create organization charts and descriptions of their organizational structure to inform the University community and the general public of the reporting relationships and delegation of responsibilities within the University and its administrative hierarchy.

This records class excludes plans for reorganization included in the unit’s annual or strategic planning.

The records include organization charts and diagrams, descriptions of the functional responsibilities of units and positions within units, and correspondence or other records relating to the development of these charts and descriptions.

Related Records

For annual and strategic planning records, see AD30 – Planning & Review.

Responsible Unit

  • Human Resources, for organization charts of the University’s executive leadership team.
  • All units, for their unit-specific records.

Information Steward

  • Vice-President, Administration & Finance, for organization charts of the University’s executive leadership team.
  • Information steward responsible for the area of University administration in which the unit is located, for other records (consult the directory of information stewards for more information).

Information Confidentiality Classification

  • Public: final versions of organization charts intended for public release.
  • Confidential: all other records.


Until superseded or obsolete.


Archives Selection.

Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.


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

Organization charts intended for public release of positions reporting to the President, the vice-presidents, and the senior administrators reporting to the Vice-President, Academic and Provost are of long-term historical value to the University. Please contact the University Records Manager for further assistance with these records at the end of their retention period.


University of Waterloo Act, 1972

Retention Rationale

Retention is based on operational use. Some records are of long-term historical value.

Under Review Date

30 May 2023.