IM70 – Information Collection Users [DRAFT]

Records of service interactions with individual users of information collections, and of their use of these collections.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Personal Information BanksVersion Information

Content & Scope

Information collections supporting teaching, learning, and research are predominantly the published and archival collections managed by the University Library. Users of these collections include students, faculty, staff, postdoctoral and visiting scholars, alumni and community members.

This records class excludes: financial records of fees and fines paid by information collection users; records of the planning, management and review of services for users; and, users’ recommendations or requests for changes or additions to information collections.

The records include: user profiles and account information maintained in collections management systems (e.g., the enterprise library management system), containing personal and contact information, and collection use privileges; and, records of individual service interactions with users, including their access to and use of specific information assets within collections.

Related Records

  • For records of fee & fine payments, see FN20 – Revenues and Accounts Receivable.
  • For records of the development and management of user services for, see IM60 – Information Collections Management.

Responsible Unit

  • University Library.
  • Other units responsible for information collections supporting teaching, learning, and research.

Information Steward

  • University Librarian.
  • The relevant information steward for the functional area of administration, for records of users of information collections unique to units within the functional area (consult the directory of information stewards for more information).

Information Confidentiality Classification



  • Archival collection user records: 15 years after last administrative use.
  • All other information collection user records: minimum of 1 year and no more than 3 years after last administrative use (e.g., completion of service transaction, user account expiry and resolution of outstanding fines).


  • Selected records may be retained until superseded or obsolete, as a knowledge base for the unit’s services to users (e.g., answers to common research/reference questions).
  • Anonymized data derived from these records may be retained by the University until superseded or obsolete.


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
  • Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460, s. 5 (1)

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)).

The complexity, uniqueness and value of archival collections require that records of their use be retained for a significant period of time, to allow the University to adequately monitor the condition and integrity of the collections subsequent to their use.

Personal Information Banks

Information on users may include: name, student or employee ID number, address, email address, telephone number, patron/user ID number, faculty, user type/category (e.g. undergraduate student, community borrower), research interests and history, photocopy and image reproduction requests, records of Library items signed out or other materials accessed and used, fines owing and paid.

Under Review Date

21 October 2021