Create a new retention schedule

There are many pre-approved retention schedules for common administrative records. If your organization creates records that are unique to your operations, you can propose a new schedule. These custom schedules are called operational retention schedules.

Examples of operational records:

• Bridge design plans
• Health records
• Lake and stream surveys

Operational retention schedules allow your organization to manage your records properly. They make sure that all records have a defined lifecycle.

Determine if a new schedule is needed

A new retention schedule may be needed if:

• A new type of record is identified.
• Common records schedules or existing operational schedules do not apply.
• There have been changes to how records are created and managed due to new laws, policies, or business needs.
• Your organization has undergone structural or operational changes.

Propose a new retention schedule

• Download the template (DOCX 36KB)
• Describe the record, and how it is used.
• Work with the people who created the records to determine how long they typically need access to them and why.
• Check if any laws or regulations apply to the retention of the records series

Work with an information strategist

Email your draft schedule to an information strategist for review. They will help you refine the descriptions and retention periods. Once complete, the new retention schedule will be approved by the Provincial Archivist.

If an existing operational schedule needs updates, you can contact an information strategist to request an amendment instead of creating a new one.