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Records Management

LG Legal

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

LG-01

Litigation and Claims

Records related to threatened or asserted litigation and claims for a range of issues including regulatory examinations and inquiries, student tribunals and research misconduct proceedings

 Case Files | Claims | Court Orders | Document Retention Notices | Final Judgments and Settlements | Laws and Regulations |Transcripts | Trial Documents | Examination Report | Regulatory Warnings | Regulatory Investigations and Inquiries | Regulatory Agency Audits | Student Tribunal Records

Final Resolution + 7 years

Selective retention by archives

TBD

Y

LG-02

Third Party Discovery

Records related to third party discovery requests not related to a matter involving the institution as a named party

Discovery Requests | Subpoenas | Discovery Responses

3 years

Destruction

TBD

Y

LG-03

Legal Opinions

Records related to legal opinions requested by or on behalf on the institution

Legal Opinions | Legal Research | Laws and Regulations

Permanent

Permanent retention

(TBD)

N

LG-04

Contracts and Agreements

Records related to obligations with third parties under contracts, leases and other agreements not covered elsewhere

Contracts | Agreements | Leases | Amendments | Sponsorship Contracts and MOUs

Life of Agreement + 7 years

Selective retention by archives

TBD

Y

LG-05

Compliance

Records created, managed and/or submitted by the institution to comply with regulators and internal controls not covered elsewhere

Filings | Regulatory Reports |  Correspondence |  Control Reports

7 years

Destruction

TBD

N

LG-06

Intellectual Property

Records related to the processes associated with the preparation, filing and maintenance of the institution's intellectual property rights including patents, copyrights and trademarks

Registrations | Applications | Renewals | Publications | Search Reports | Correspondence | Case Files and Histories | Notices of Infringement

Rights Expiration + 7 years

Archive

TBD

N