University of Toronto retention and disposition schedules are developed and maintained by the University of Toronto Archives and Records Management Services (UTARMS) and are made available to all University of Toronto staff, faculty, and librarians. Their purpose is to support the proper maintenance and disposition of University Records across the institution. UTARMS collaborates with University records and information creators and custodians to ensure all University of Toronto records and information responsibilities may be met with reasonable retention and disposition instructions. As we continue to populate the schedules on this site, please contact us for help navigating and applying specific rules and instructions.
UofT Records Retention and Disposition Directory
Note: The new directory is housed on a SharePoint site which may require you to sign in with your UTORid.
Determining retention and disposition rules during UTARMS’ directory review
Retention and disposition schedules for all University of Toronto administrative records are developed and maintained by UTARMS.
We have temporarily taken down our self-serve retention schedules directory to complete a review and will be re-posting the schedules here for your self-serve use in due course. Though our schedules are not posted here, they are still in force and available for your disposition and file planning work by contacting UTARMS.
If you have records ready for disposition
If you have questions about retention requirements for specific records types that you suspect may be eligible for disposition, we would be happy to review your completed transfer request form and get back to you with the current relevant requirements and next steps to transfer or destroy the records in question.
Building or refreshing your file plan (e.g. SharePoint projects)
If you are building or refreshing a file management system and thinking of integrating retention rules and disposition instructions as part of your project, UTARMS can advise which rules apply to the records types in your plan but only after you have drafted your file plan arrangement, and a complete inventory of the records types that will be housed in your plan.
We recommend you design and organize file plans in a manner that prioritizes your unit’s specific security access and procedural workflow requirements, and arrange records types within these priority groupings according to the functions, activities and transactions they serve your unit.
We recommend you develop and document file naming conventions and digital filing guidelines to help maintain all shared records maintenance systems.