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AU Classification and Retention Schedule (Draft)

The Athabasca University Classification and Retention Schedule (AUCRS) is meant to provide staff with the means to determine how long active records should be kept in offices, when records should be transferred to inactive records storage and what the final disposition of the records will be, either destruction or transfer to the Archives.

If your records have reached their inactive status and can be transferred to the AU Record Centre (AURC) for storage, see our Inactive Storage page for steps on how to transfer them.

If you have any questions about the retention requirements of records, contact Heather McPherson at hmcpherson@athabascau.ca

  • AC – Admissions, Credentials and Evaluations
  • CO – Corporate
  • FI – Finance
  • FS – Facilities and Services
  • GV – Governance
  • HR – Human Resources
  • IS – Information Services
  • RE – Research
  • SS – Student Services
  • TL – Teaching and Learning

How to Use AUCRS

Key to Abbreviations:
CY = Current Year (the records is kept from the year it is being used)
FY = Fiscal year (fiscal year is from April 1 to March 30)
ES = A specific trigger which is indicated (e.g. = student no longer active, =record no longer needed for reference)
DE = Destruction
AR = Archive

Retentions are in years and are based on a Closure Rule, length of time of storage in Athabasca University Records Centre (AURC), then final Disposition.

E.g. AC050-10 Admissions - Evaluation and Approval - CY+1, 2, DE

Closure Rule: CY+1 means records are held in the department for the current year plus 1 year

E.g. If the document is dated June 2016, it will be held in the office for the rest of 2016 and all of 2017

Retention in AURC: 2 means the records are held in AURC for 2 years

E.g. The above record would be *transferred to AURC in December 2017 and would be held until December 2019

Final Disposition: DE means the record is destroyed

E.g. Records Management staff will contact the department head to advise that the records are due for destruction and get sign off before they are shredded (paper) or delete (electronic)

Retention and disposition is determined by legislative, fiscal and operational regulations and through consultation with departments. The information on this page is a DRAFT only; a comprehensive review is in progress. Please follow the draft in the interim until a final Schedule is provided.

The retentions listed below are for the Primary Recordkeeper (office of record). For all Secondary Recordkeepers (copies) the retention for all records is CY+1, 0, DE.

 

Updated May 27, 2024 by Digital & Web Operations, University Relations (web_services@athabascau.ca)

https://www.athabascau.ca/university-secretariat/ eed9e0960a2a3a11238f16c477098d3c
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