Retention Schedule

What is a retention schedule?

• The retention schedule is one of the tools used to apply the Records Management Program. It is Concordia’s official guideline which set the retention period for each type of document created or received at the University, regardless of its medium (electronic and hard copy). All employees must follow these retention periods as required by the Archives Act (R.S.Q., chapter A-21.1) which stipulates public organizations to have a retention schedule.
• The retention schedule is designed with the collaboration of all departments and is approved by the Office of General Counsel prior to being approved by Bibliothèque et Archives nationales du Québec (BAnQ).
• The retention schedule must be applied at least once a year to destroy and retain the files appropriately, according to the appropriate retention period.
• Please take note that the retention schedule is currently under revision, and we are adding new rules as soon as they are approved. Should you not find the rule you are looking for or should you need help to apply the retention schedule, please contact the Records Management Team.

Advantages to having a retention schedule?

• To standardize retention periods across the University;
• To provide clear guidelines to all employees regarding destruction and retention of records;
• To reduce the volume of information retained at the University and thus increase the location of information;
• To comply with existing legislation and business needs; and
• To reduce retention costs.

Question?

Retention Schedule