RS72 – Controlled Goods or Technology: Security Assessments

Records of security clearance for individuals with access to controlled goods or technology.

This records class is a Personal Information Bank.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Under Canada's Controlled Goods Regulations, the University is required to keep records of security assessments and supporting documentation regarding all employees and other University officials who examine, possess, or transfer controlled good and/or technology.

The records include Controlled Goods Directorate security assessment applications and supporting documents; preliminary security evaluations, applications for exemption, and certificates of exemption for temporary (i.e., foreign) workers; (as applicable) criminal record name checks, certificates of good conduct, and fingerprints; and related correspondence.

Responsible Unit

Office of Research.

Information Steward

Vice-President, Research & International.

Information Confidentiality Classification

Highly Restricted.


2 years after termination of employment.


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.


  • Controlled Goods Regulations under the Defence Production Act.
  • Controlled Goods Directorate: Policy on Record Keeping.

Retention Rationale

The retention period is based on Section 10 of the Controlled Goods Regulations under the Defence Production Act.

Approval Date

14 January 2011