HR05 – Human Resources Management System

Records maintained in the enterprise human resources management system.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention RationaleVersion Information

Content & Scope

The human resources management system tracks basic human resources information including job data, position management, and the employment records of individual employees of the University and of participating affiliated organizations. Additional modules manage, for example, payroll, base benefits, and professional development and training records.

This records class excludes records related to individual job applicants managed through the talent acquisition management system and performance ratings maintained as part of the employee record.

Related Records

  • For records of individual job applicants managed through the talent acquisition management system, see HR12 – Appointments (Regular Staff).
  • For performance ratings, see HR36 – Performance Appraisal (Staff).

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification

Highly Restricted.

Responsible Unit

Human Resources.


8 years after the later of termination of employment or settlement of all entitlements under the University's pension and benefits plans.


Secure Destruction.


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.


  • University of Waterloo Act, 1972.
  • Human Resource Records guideline.

Retention Rationale

The retention period is based on current practice and the University guideline, Human Resource Records.

Approval Date

26 October 2011