2010-002
Conflict Management Case Files
Vice-President Legal Affairs, Office of the
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Case Files | CY last entry on file recorded + 2 years | 4 years | CY last entry on file recorded + 6 years | Full retention |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to the management of conflicts within university departments or with university employees. These conflicts or disputes tend to be more involved than the simple provision of advice, requiring active and on-going oversight by the Vice-President, Legal Affairs. This type of conflict management is also sometimes referred to as "case management".
Records include but are not limited to meeting notes, email, records documenting the hiring and the work of a mediator, the installment of an acting departmental chair, etc.
These records should not be confused with legal case files which document matters dealt with or submitted to a court of law or an administrative tribunal for or against the University. See
RRSDA 2010-003, Legal Case Files
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
A total retention period of "CY last entry on the file recorded + 6 years" is recommended based on Section 3(5) of the Limitation Act which states, "any other action not specifically provided for in this Act or any other Act may not be brought after the expiration of 6 years after the date on which the right to do so arose." There is no specific limitation period for employee related files in the Act so Section 3(5) can be be applied to this class of records.
CALCULATING RETENTION PERIODS
The recommended retention period of "current year last entry on the file recorded + 2 years" means that a file can be closed, boxed, and sent to the University Records Centre (URC) 2 years after the last activity on the file occurs (i.e., from the date that the last record is placed on the file). A 2 year period on inactivity should be a sufficient passage of time to ensure the matter is effectively resolved or concluded.
ELECTRONIC RECORDS
Duplicate copies of records may exist in electronic form on a departmental shared drive and/or on individual desktops. These electronic duplicates are subject to the same retention periods and final disposition as file "originals". Responsibility to dispose of electronic "copies" of records in accordance with the recommendations in this RRSDA fall to the staff of the Office of the Vice-President, Legal Affairs.
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CY last entry on file recorded + 2 years) box the files and transfer to the University Records Centre (URC). Prepare and retain a file list of records transferred. For each box prepare a box contents listing, itemizing all files. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 28 Jan 2011