HR70 – Pension Beneficiary Files

Records of the pension entitlements of plan beneficiaries.

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 records include a copy of the deceased member's confirmation letter, start up records such as bank authorizations and tax forms, marriage settlement records as applicable, and related correspondence.

Related Records

The plan member's pension card is updated with the records of the beneficiary(ies) under the plan. See HR72 – Pension Cards.

Responsible Unit

Human Resources.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification

Highly Restricted.


8 years after all entitlements under the pension plan have been settled.


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.
  • Pension Benefits Act, ss. 19 and 22.
  • FSRA Guidance PE0120ORG (formerly FSCO Policy A300-200): Management and Retention of Pension Plan Records by the Administrator.

Retention Rationale

The retention period is based on the University guideline, Human Resources Records.

Approval Date

26 October 2011