These guidelines are intended to:
Define records management obligations for University faculty and staff
Help identify records that can be destroyed inline with University regulations
Provide practical advice on proceeding with records destruction
Before starting any destruction process, please read all sections below carefully:
1. Did you know?
McGill unit heads and employees have a duty to ensure the security and management of records according to the MURRS and to comply with the policies and procedures of the University Archives. Before proceeding with the destruction of university records, authorization must be obtained from MUA.
McGill University Archives (MUA) is responsible for McGill University’s Records Management, a program aimed at regulating the flow of administrative records and the overall efficient management of University records.
The principal tool of the program is MURRS (McGill University Records Retention Schedule), a compilation of rules guiding when and if records can be destroyed.
MURRS is in compliance with provincial legislation requiring public bodies to have a records retention schedule.
Only 5% to 10% of all University records will eventually be transferred for permanent storage.
Under the University’s Policy on the Governance of Personal Information, documents containing personal information must be destroyed as soon as they are no longer required for the processes for which they were collected.
There are many good reasons to destroy your records: In addition to ensuring the University’s compliance with the provincial Archives Act and Privacy Act (Law 25), the disposal of records lacking historical, administrative, or legal value enhances efficiency by improving retrieval and streamlining search processes.
2. Scope
These guidelines apply to paper records only. Digital records are also subject to MURRS, but detailed guidelines for the destruction of digital records will be communicated at a later time.
Scanned documents: In these guidelines, “scanned documents” refers to situations where the digital version becomes the authoritative record once the paper record has been scanned. For a digital document to qualify as the authoritative record, it must be:
Accessible: The record is stored on a platform used by University staff to carry out their activities and is shared with authorized individuals.
Readable: The document can be easily accessed, opened, and understood in its current format— both now and in the future.
Retrievable: The document can be opened without technical issues, is not corrupted or damaged, and is saved or downloadable in a stable format such as PDF.
3. Categories of records eligible for destruction under MURRS (retention period expired)
Administrative and Constitutive
- Drafts and working documents of policies and procedures•Drafts of official reports
- Application for patents and licenses
- Delegation forms’
- Supporting documentation
- Declaration of compliance
Legal and Regulatory
- Trial material (except case files settled outside of court)
- Personal Information Management Statistics
- Access to Document requests
- Applications
Financial
- Invoices
- Budget planning and budget control reports
- Investment statements
- Account statements
- Student accounts
- Procurement cards
Human Resources
- Draft of postings
- Position evaluations
- Supporting documents (Tenure process)
- Appointment forms
- Transfer forms
- Absence request forms
- Schedules
- Health and Safety Supporting Documentation
Facilities and Material
- Maintenance records
- Minor renovations records
- Room reservation forms
- Vendor request and approval
- Call for tender
- Lost and found register
- Inventories
- Vehicle Reports
- Inspection reports
- Courier slip
Information
- Infrastructure documentation
- Software documentation
- Telecommunication requests
- Services requests
- User profiles
- Library appraisal report
- Potential donor letter and form
- Legal deposit certificate
Communication
- Writing guides
- Internal notifications
- Potential donor lists and forms
- Campaign supporting documentation
- Internal events supporting documentation
Academic and Student Affairs
- Accreditation and Certification Recommendations and Guidelines
- Teaching Work Schedule
- Teaching Aid
- Grade Schemas
- Completed Examination
- Unclaimed Assignment
- Mark Registrations (Except Appeals)
- Grade Change Form
Research
- External Funding Programs
- Unsuccessful Grants (not awarded) and applications
Student Services and Community
- Financial Aid Client Files
- Scholarship Client Files
- Housing Applications
- Athletics and Recreation Forms
- Supporting Documentation
- Medical Health Services Files
- Dental Clinic Files
- Counselling Services Files
- Physio Services Files
- Bookstore Records
- Dining Services Records
4. Step-by-step destruction process
- Have the records reached the retention period specified in MURRS, with the final disposition designated as “Destruction”?
- Are they scanned, accessible, readable and retrievable?
- Are they duplicates or printouts of a digital record? Are they circulating copies or copies of records created by another unit?
- Are the records related to a completed activity for which your unit is not responsible?
Section 4.1
Step no.1: Group your records according to the MURRS
- Please refer to McGill University Retention Schedule which provides records retention period and therefore will help you with the final disposition of your documents (primary and secondary copy).
- Please refer to this PDF Chart if you need to understand how to read a retention rule.
- Regroup records and fill boxes according to retention period. Avoid storing records that will go for eventual destruction alongside records with long retention period. For example, don’t mix financial records with student files.
Step no.2: Prepare a box file listing
- Boxes to be destroyed will need consecutive numbers.
- Every folder needs to be recorded on the MUA template (click on link for example). List the files in the order they appear in the box and use the drop-down list to choose the classification which applies.
- Each file must have a descriptive title that accurately represents its content. Titles consisting solely of dates, numbers, letters, acronyms, or the phrase “unidentified files” will not be accepted.
- Every file must have inclusive dates which means: Start date corresponds to the oldest document in your folder and End date, the most recent document in the same folder.
Step no.3: Request a destruction memo from MUA
- Please provide us with the name of the Chair or Director Administration (or equivalent level) of your department. This person is responsible to approve final disposition of records.
- Provide the complete box file list and complete description (Step no.2). Send at records.archives [at] mcgill.ca (records[dot]archives[at]mcgill[dot]ca) MUA will provide you with a signed destruction authorization memo, after which you can proceed to destroying records.
- MUA does not provide shredding services. The responsibility for ensuring confidential destruction of records information is the department's responsibility, once sign off has been received. MUA uses Total Shred services but you can use any shredding services available on McGill Market Place.
- Provide MUA with the certificate of destruction.
- If there are fewer than five boxes, shredding can be done internally, but you must confirm the date and the person responsible.
- Allow a minimum of five (5) working days' notice before shredding to receive the destruction memo
Section 4.2
These records may have long term value value to McGill University. Please refer to the MURRS and consult MUA's Transfer of paper records guidelines.