Salary Review documents should be subdivided by year, with the most recent year on top. For example
Salary Review 2020
Salary Review 2018
Salary Review 2016
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RRSDA
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Retention
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Name
...
...
Year
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Documents Retained in Personnel File
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Background
TBC
Authorities
TBC
RRSDA's
Personnel Files
Documents for Review
Documents *Mandatory | Document Retention | Required? | Document Type in eTRACS | Office of Primary Responsibility (OPR) i.e. decision maker in the process | Access ie. Faculty Department level, Faculty Dean's office level, everyone at Dean's office level outside own faculty | |
|---|---|---|---|---|---|---|
| Total Retention Period | RRSDA | |||||
Salary review package may include letter, CV for past 2 years, teaching dossier/philosophy | ||||||
Salary Review Package | ||||||
Director's Recommendation Letter assume Copy of recommendation to faculty member is the same document | Recommendation Letter for Salary Review | |||||
Dean's Recommendation Letter assume Copy of recommendation to faculty member is the same document | Recommendation Letter for Salary Review | |||||
| Salary Review Step Acceptance Letter | Salary Review Step Acceptance Letter | |||||
| Salary Review Appeal documents | Salary Review Appeal | |||||
| Faculty Annual Salary Report |
Destruction
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Faculty Annual Salary Report | ||||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
2019-2020
2017-2018
2015-2016
(TBC)
File Naming Convention
Lastname_Firstname_ApptType_DocType_Dept/Faculty_YYYYMMDD
e.g. Doe_John_ASP_CV_Beedie_20210714
Business Cases for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
Access Control Questions
Retention Questions
Office of Primary Responsibility
File Managers/Responsibility of Records