Classification and Retention Plan

Below are the functional records groups for the various General Council records functions. Files in these groups are created and maintained by any unit in General Council Office. Each group has a specific retention period where the files need to be held by the originating unit before it can be transferred to the Archives for review or be securely destroyed.

The retention schedules apply to both paper and electronic files.

The General Council retention plan is outlined below and can be downloaded (PDF, 586 KB), for convenience.

The Records Management Policy and Procedures Manual (PDF, 1 MB) is a companion document to the Classification and Retention Plan and provides comprehensive information about the Records Management Program.

Please consult the guidelines and procedures prior to transferring documents to the Archives or securely shredding paper documents.

100 - Communications

Advertising

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Artwork and Graphics Services

  • Trigger Event:  Superseded or Obsolete
  • Total Retention: 3 years
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Customer Service

  • Trigger Event:  Calendar Year
  • Total Retention: 3 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information.

Internal Communications

  • Trigger Event:  Calendar Year
  • Total Retention: 3 years
  • Disposition: Disposal
  • Security Access: Internal

Marketing

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Media Relations and News Releases

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archives
  • Security Access: Internal

Publications

  • Trigger Event:  Permanent
  • Security Access: Internal

Sales

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal
  • This record group contains personal information.

Social Media

  • Trigger Event:  Calendar Year
  • Total Retention: 3 years
  • Disposition: Archival Review
  • Security Access: Internal

Statistical Analysis and Reporting

  • Trigger Event:  Permanent
  • Security Access: Internal

Visual Images

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archives
  • Security Access: Internal

Web Content

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Public

300 - Finance

Accounting

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Asset Management

  • Trigger Event:  Event – Disposal of Asset
  • Total Retention: 7 years
  • Disposition: Archives
  • Security Access: Confidential
  • Vital Record: Yes

Audit

  • Trigger Event: Permanent
  • Security Access: Confidential

Banking and Cash Management

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes

Budget and Financial Planning

  • Trigger Event: Calendar Year
  • Total Retention: 20
  • Disposition: Archival Review
  • Security Access: Internal

Charity Registration

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Donor Relations

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Archival Review
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Financial Reporting

  • Trigger Event: Calendar Year
  • Total Retention: 20
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Financial Statements

  • Trigger Event: Permanent
  • Security Access: Public
  • Vital Record: Yes

Foundation Management

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Grants

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Archival Review
  • Security Access: Internal

Insurance Management

  • Trigger Event: Event – Termination of Policy
  • Total Retention: 3
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes
  • This record group contains personal information

Investments

  • Trigger Event: Event – Disposal of Asset
  • Total Retention: 7
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Payroll

  • Trigger Event: Calendar Year
  • Total Retention: 10
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Pensions

  • Trigger Event: Permanent
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Procurement

  • Trigger Event: Calendar Year
  • Total Retention: 7
  • Disposition: Dispose
  • Security Access: Internal

Taxation

  • Trigger Event: Permanent
  • Security Access: Internal
  • Vital Records: Yes

500 - Governance

Conferences

  • Trigger Event:  Permanent
  • Total Retention: 7
  • Security Access: Internal
  • Vital Record: Yes

General Council

  • Trigger Event:  Permanent
  • Total Retention: 7
  • Security Access: Internal
  • Vital Record: Yes

General Council Committees

  • Trigger Event:  Permanent
  • Total Retention: 7
  • Security Access: Internal
  • Vital Record: Yes

General Council Executive

  • Trigger Event:  Permanent
  • Total Retention: 7
  • Security Access: Confidential
  • Vital Record: Yes

Pastoral Charges

  • Trigger Event:  Calendar Year
  • Total Retention: 7
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Presbyteries

  • Trigger Event:  Calendar Year
  • Total Retention: 7
  • Security Access: Internal
  • Vital Record: Yes

700 - Human Resources

Award and Scholarships

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information

Benefits

  • Trigger Event:  Event – Termination of Benefits
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Compensation and Salaries

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • This record group contains personal information

Employees

  • Trigger Event:  Event – Termination or Death of Employee
  • Total Retention: 50 years
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Organization and Job Descriptions

  • Trigger Event:  Superseded/Obsolete
  • Total Retention: 20 years
  • Disposition: Archival Review
  • Security Access: Internal

Pension Administration

  • Trigger Event:  Permanent
  • Disposition: Archives
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Recruitment

  • Trigger Event: Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal
  • This record group contains personal information

Staff Events and Initiatives

  • Trigger Event: Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal
  • This record group contains personal information

Training and Development

  • Trigger Event: Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • This record group contains personal information

Vacation and Absences

  • Trigger Event:  Calendar Year
  • Total Retention: 10 years
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

900 - Information Management and Technology

Access to Information and Privacy

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • This record group contains personal information

Archives Management

  • Trigger Event: Permanent
  • Security Access: Internal

Computer Operations

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal
  • Vital Record: Yes

Hardware

  • Trigger Event:  Event – Disposition of Hardware
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Records Management

  • Trigger Event:  Permanent
  • Security Access: Internal
  • Vital Record: Yes

Software

  • Trigger Event:  Event – Disposition of Software
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Telecommunications

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal
  • Vital Record: Yes

Bylaws

  • Trigger Event:  Permanent
  • Security Access: Internal
  • Vital Record: Yes

Claims

  • Trigger Event:  Event – Completion of Claim or Litigations
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Contracts and Agreements

  • Trigger Event:  Event – Termination of Contract and Expiry of Appeal Period
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Estates

  • Trigger Event:  Permanent
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Law and Regulations

  • Trigger Event:  Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Public

Legal Matters and Cases

  • Trigger Event:  Event – Completion of Case and Expiry of Appeal Period
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Licenses and Permits

  • Trigger Event:  Event – Expiry of License or Permit
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Notarizations

  • Trigger Event:  Calendar Yeaer
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal
  • Vital Record: Yes

Power of Attorney

  • Trigger Event:  Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential
  • Vital Record: Yes
  • This record group contains personal information

Precedents

  • Trigger Event:  Permanent
  • Security Access: Internal
  • Vital Record: Yes

Property

  • Trigger Event:  Event – Disposition of Property of Termination of Lease or Agreement
  • Total Retention: 7 years
  • Disposition: Archives
  • Security Access: Internal
  • Vital Record: Yes

1200 - Operations

Unit Planning

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Facility Management

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Internal

Security

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential

Travel

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential

Visitors

  • Trigger Event:  Calendar Year
  • Total Retention: 7 years
  • Disposition: Dispose
  • Security Access: Confidential

1300 - Pastoral Relations

Admissions

  • Trigger Event:  Calendar Year
  • Total Retention: 10 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information

Appointments

  • Trigger Event:  Calendar Year
  • Total Retention: 10 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information

Candidacy

  • Trigger Event:  Calendar Year
  • Total Retention: 10 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information

Education and Ministry Vocation

  • Trigger Event:  Calendar Year
  • Total Retention: 10 years
  • Disposition: Archival Review
  • Security Access: Confidential
  • This record group contains personal information

Ministry Personnel

  • Trigger Event:  Event – Termination or Death of Employee
  • Total Retention: 10 years
  • Disposition: Archives
  • Security Access: Confidential
  • This record group contains personal information

Settlement

  • Trigger Event:  Event – Termination or Death of Employee
  • Total Retention: 10 years
  • Disposition: Archives
  • Security Access: Confidential
  • This record group contains personal information

1400 - Programming and Education

Aboriginal Initiatives

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Children and Youth

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Curriculum

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Education and Programs

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

French Initiatives

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Gender Initiatives

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Intercultural Initiatives

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Missions

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Programming

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

1400 - Social Issues and Partnerships

Environment

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Family and Health Issues

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Global Partnerships and Agencies

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Governments

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Political and Economic Issues

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Religeous Agencies

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal

Social and Ethical Issues

  • Trigger Event: Superseded/Obsolete
  • Total Retention: 7 years
  • Disposition: Archival Review
  • Security Access: Internal