Procedure for Secure Disposal of Transitory University Records
Approval Date: 2016-07-07
Effective Date: 2016-07-07
Responsible Unit: Office of the Chief Information Officer
Units must develop and document a process for the identification and disposal of Transitory University Records as part of their Unit’s overall information management operations. Unlike Official University Records, the destruction of Transitory University Records does not require creation and application of a Retention and Disposal Schedule.
In the event of any of the following circumstances, disposal of relevant Transitory University Records must be suspended and they are treated no differently than Official University Records in that they have to be produced:
- Notice of litigation or criminal investigation,
- Notice of an audit,
- Receipt of an ATIPP Request,
- When there is reasonable belief that litigation or criminal investigation may occur, and
- Initiation of a grievance or investigation pursuant to a University policy or collective agreement.
A copy of an Official University Record is usually transitory. Such a copy should not be retained longer than the approved retention period for the Official University Record.
Transitory University Records may contain personal or confidential information. In such cases, secure destruction practices must be followed by Units when disposing of Transitory University Records. At the St. John’s campus, see the Procedure for Shredding and Disposal of Confidential Materials – St. John’s Campus.