Human Resources HR50 - Personnel Files - Faculty

Accessed:	2026-07-17
Purpose of series:	Record series considered the principle personnel file a documenting the employment history of all pensionable Faculty employees and Faculty employees eligible for RRSPs (temporary, part-time, full-time) from initial hiring to end of employment.
Scope and contents:	Includes (but not limited to): individual records of employment and administration, records of compensation, benefits and pension, specific training certifications, and other supporting documentation.
Cross reference:
Exceptions:	Excludes: Non-Faculty (HR51), Teaching and Research Assistants (HR52), Non-Pensionable (HR52), and Student Hires (HR53) Personnel Files

Primary offices:	Department or other such unit as defined in the DFA Agreement (Article 1.08); Human Resources
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	2 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. Dean's Office, Department or other such unit as defined in the DFA Agreement (Article 1.08): After employment ceased with university or with Department (example - Faculty Member still with the university but moved to a different Faculty) record retained for two additional (2) years, then transferred to the Archives. Human Resources: After employment ceased with University Human Resources will retain record for two (2) additional years, then transferred to the Archives. Medical documentation resides with Human Resources only.

Secondary offices:	Faculty units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. Faculty unit that is not considered the Primary Office: After employment ceased with university records retained for two (2) additional years, then securely destroyed.

Retention rationale:

Expected operational use and as outlined in the Dalhousie Faculty Association Collective Agreement (2022-2025).

Vital records	Electronic systems	Personal information	Official media
No	NAS	No	Paper

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2024-04-05 16:59:31	cr618206	Confidential

Notes:

In accordance with Clause 18.01(a) of the DFA Collective Agreement, records classified under HR50 (Personnel Files - Faculty), the term “personnel file” encompasses the “Principal Personal File” maintained in Dean Offices. Initially Approved 2021-12-13. 2024-04-05 - Secondary Office added and updated to reflect current DFA Agreement.