Human Resources HR52 - Personnel Files - Non-Pensionable

Accessed:	2026-07-17
Purpose of series:	Records series documenting the employment history employees not eligible for pension contributions from initial hiring to termination.
Scope and contents:	Includes (but not limited to): individual records of employment and administration records of compensation and benefits, and other supporting documentation.
Cross reference:
Exceptions:	Excludes: Personnel Files - Student Hires (HR53), and Non-Pensionable Facilities Management Personnel (covered under HR51 Personnel Files -Non -Faculty)

Primary offices:	Human Resources; Unit responsible for hire
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	7 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. After employment has ceased record retained for 7 years, then destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	7 years
Secondary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased with Unit. After employment ceased with unit record retained in unit for 7 years, then destroyed.

Retention rationale:

Expected operational use, and CRA requirements.

Vital records	Electronic systems	Personal information	Official media
Yes	NAS	Yes	Paper

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:39:18		Confidential

Notes:

Employees where hiring records are not sent to HR the unit responsible for hiring will be considered the Primary Office for the personnel file. Reference Checks for employees are to be anonymized in personnel files.