Presidential Regulations for the Management of Archives and Records

This Policy replaces the Presidential Policy Statement on Archives dated 30 March 1967.

[Approved by the Office of the President: 1989 05 25]
[Revised: 1991 06 20]
[Revised: 1992 07 02]

  1. The University of Toronto Archives appraises, acquires, preserves, and makes available for use the corporate and non-corporate records of the University.
  2. A Presidential Advisory Committee on Archives and Records Management shall be appointed by the President to recommend policies and procedures governing the creation, use, storage, archival preservation and disposition of the University's corporate records.
  3. The Archives of the University include:
    • Corporate records of the University created, received and accumulated by the University academic and administrative offices and officers and by the various governing bodies of the University which have archival value;
    • Non-corporate records of the University, which include the personal records of faculty, staff and alumni, and the records of organizations associated with the University having archival value.
  4. Corporate records of the University are the property of the University. Officials leaving or relinquishing their positions with the University shall leave all corporate records for their successors. Corporate records of archival value are transferred to the University Archives in accordance with the records disposition schedules developed by the University Archives through the records management process and approved by the Presidential Advisory Committee on Archives and Records Management.
  5. Non-corporate records of archival value may be deposited in the University Archives in accordance with terms agreed upon by the owner and the University Archivist.
  6. The University Archivist shall be accountable to the Presidential Advisory Committee on Archives and Records Management for the execution of this policy.
  7. Access to corporate records of the University shall be established by the office of origin in consultation with the University Archivist or specified in a retention schedule and consistent with applicable legislation and with the appropriate regulatory and administrative policies of the University.