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These guidelines are intended to:

  • Define records management obligations for University faculty and staff​

  • Help identify records that can be transferred to MUA in line with University regulations​

  • Provide practical advice on proceeding with the transfer of records​

Before starting any destruction process, please read all sections below carefully:

Did you know?

  • McGill University Archives (MUA) is responsible for McGill University’s Records Management Program, 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 when and if records can be destroyed.​

  • MURRS is in compliance with provincial legislation requiring public bodies to have a records retention schedule​

  • McGill Heads of units and employees have a duty to ensure the security and management of records according to MURRS and to comply with the policies and procedures of the University Archives, ncluding the transfer of records.​

  • Only 5-10% of all University records will eventually be transferred to permanent storage. ​

Scope

These guidelines apply to paper records only. Digital records are also subject to MURRS; however, detailed guidelines for the destruction of digital records will be communicated at a later date.

​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/A.​​

Categories of records designated for long-term or permanent conservation (Please refer to MURRS for a comprehensive list)

Constitutive and Administrative

  • Charter​

  • Statutes​

  • Mission Statement​

  • Historical Research​

  • Policies and Procedures​

  • Regulations​

  • Organizational Chart​

  • Agendas and Minutes of Meetings​

  • Nominations​

  • Activity Reports​

  • Annual Reports​

Legal and Regulatory

  • Notarized records​

  • Legal Opinions​

  • Case files (Settled outside of court)​

  • Contracts​

  • Agreements​

  • Procedures​

  • Patents​

  • Copyrights​

  • Personal Information Registers/Inventories​

Financial

  • Approved Budgets​

  • Ledgers​

  • Annual Financial Statements​

  • Agreements and Proof of Payments (Endowments, Donations, Foundations)​

Human Resources

  • Official Job Postings​

  • Workforce Analysis​

  • Staff Recruitment Plan​

  • Job Profiles​

  • Employee Lists​

  • Tenure Final Decisions​

  • Salary Scales​

  • Evaluation Programs​

  • Pension Plan Official Reports​

  • Union Accreditations​

  • Collective Agreements​

Facilities and Material

  • Acquisition and Leasing Records​

  • Major Construction and Renovations drawings and reports​

  • Material Disposal Reports​

  • Emergency Measure Plans​

Information

  • IT Governance Plans​

  • Classification Plans,​

  • Retention Schedules​

  • Policies​

  • Library Collection Development and Preservation Reports​

  • User Statistics​

  • Exhibit material and agreements​

  • Donor Agreement​

  • Form Templates​

Communication

  • Communication Plans​

  • Slogans​

  • Logos​

  • Promotional Material​

  • Donor agreements​

  • Campaign Reports​

  • Press Releases​

  • University Publications​

  • Programs and Brochures​

  • Guest lists​

  • Exhibit Plans​

  • List of award candidates​

  • Conference Texts (McGill University staff and faculty only)​

Academic and Student Affairs

  • Calendars​

  • Faculty Structures​

  • Course/Program Proposals and Approvals​

  • Accreditations/Certifications​

  • Master schedules​

  • Blank examinations​

  • Evaluation questionnaire​

  • Course descriptions​

  • Course outlines​

  • Guidelines​

  • Grade Appeals​

  • Dissertations and Thesis​

  • Student files​

Research 

  • Internal Research Programs​

  • Successful Applications and Grants​

  • Reports​

  • Studies​

  • Agreements​

  • Protocols​

Student Services and Community

  • Internal Research Programs​

  • Successful Applications and Grants​

  • Reports​

  • Studies​

  • Agreements​

  • Protocols​

Step-by-step transfer process

Before initiating a transfer request to MUA, do the records meet one or many of the following criteria?

  • Have the records reached the retention period specified in MURRS, with the final disposition designated as “Destruction” (rather than “Conservation”)​

  • 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?​

If NO, follow steps at section 4.1

If YES, follow steps at section 4.2

Section 4.1

Step no.1: Group your records according to the MURRS

  1. Please refer to McGill University Retention Schedule MURRS, which provides records retention period and therefore will help you with the final disposition of your documents (primary and secondary copy). Semi-active records with a retention period ten years or under should stay within your office. For any retention period exceeding ten years, please consult the Archives.​

  2. 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 and classification code (See classification plan)​

Step no.2: Prepare a box file list 

  1. Boxes to be destroyed will need consecutive numbers.​

  2. Every folder needs to be recorded on the MUA template. List the files in the order they appear in the box and use the drop-down list to choose the classification which applies.​

  3. 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.​

  4. 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.​

  5. Use drop-down list to include classification code​

  6. Send list to records.archives [at] mcgill.ca (records[dot]archives[at]mcgill[dot]ca) for verification and wait for MUA’s confirmation.​

Step no.3: Box files and label boxes

  1. Boxes should be standard banker’s box (measuring approximately 10″ × 12.5″ × 16″).​

  2. Boxes should not be overloaded. They should not weigh more than 30 pounds.​

  3. Do not insert objects or metal items into the box: remove paper clips, binder clips, coils, binders, andreinforced hanging folders (Pendaflex). No hanging folders or binders allowed.​

  4. Insert the file list in the first box of accession.​

  5. Box numbers should be consecutive within each shippment. Each box n umber must be printed on a labeland affixed to the front of the box.​

  6. If you have 3 boxes or left to transfer to MUA, you can use the internal mail service. If you have more boxes,please use Scott Transport services. ​

Section 4.2

Records could be eligible for destruction.​ Some legal and financial records, including notarized document, are excluded. Please consult MUA's Destruction Guidelines​.