Human Resources HR51 - Personnel Files - Non-Faculty

Accessed:	2026-07-17
Purpose of series:	Records series documenting the employment history of non-faculty Dalhousie employee groups from initial hiring to end of employment; Includes Non-Pensionable Facilities Management Personnel.
Scope and contents:	Includes (but not limited to): individual records of employment and administration, records of compensation, benefits and pension, annual assessments, performance development plans, and other supporting documentation.
Cross reference:	Temporary, casual, and interim employees, where hiring records are not sent to Human Resources, the unit responsible for hiring will be considered the Primary Office for the personnel file. Also See: HR52 Personnel Files - Non- Pensionable
Exceptions:	Excludes: Personnel covered under Dalhousie Faculty Association (DFA) Group as they are covered under HR50 Personnel Files - Faculty, Personnel Files- Non-Pensionable (HR52), and Personnel Files - Student Hires (HR53). Excluded: Medical Documentation - resides with Human Resources only.

Primary offices:	Human Resources; Facilities Management
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	60 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. After employment ceased record retained in Primary Office for 60 years, then destroyed.

Secondary offices:	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Secondary office retention trigger:	Superseded / Obsolete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Secondary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased With Unit. After employment ceased with unit records retained in unit for 2 years then destroyed.

Retention rationale:

Excepted Operational Use. All documentation retained in accordance with respective collective agreements and guides.

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

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:39:05		Confidential

Notes:

Reference Checks for employees are to be anonymized in personnel files.