Human Resources HR42 - Retired Employees - Case Files

Accessed:	2026-07-17
Purpose of series:	Records series documenting the pensions and benefits of former or retired employees.
Scope and contents:	Includes (but not limited to): bank requests for electronic funds, direct transfer request forms, agreements, declarations of marital status and beneficiary designations and pension forms, consultation notes, buybacks.
Cross reference:	For payment of funds: see HR30 Payroll Management.
Exceptions:	For banking information: see retention instructions exceptions.

Primary offices:	Human Resources
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	75 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. After active employment ceased record retained for 75 years, then securely destroyed. Exception Banking Information: Direct Deposit Forms - retained for 6 months after activation then deleted from Banner in conjunction with Financial Services. Inactive Employee Banking Information - inactive for 2 years, and belongs to a former employee, is deleted from Banner.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use and expected length of life span of a retiree, beneficiary, or allotted funds issued in full. Bank of Canada rules (banking information).

Vital records	Electronic systems	Personal information	Official media
Yes	Banner, Ariel	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:38:38		Confidential

Notes: