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Project Files
Function
Information Technology
PIB
No
RRSDA Number
2025-002
Department
IT Services
Description, purpose and use of records
The record series consists of project files created by the Department of Information Technology Services (ITS) to manage information technology projects from project conception to project completion. Records include project proposals, project charters, project plans, planning documents, requirements documents, change requests, project close-out reports, and transition to operations plans.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Project Proposal | Project close + 2 years | 3 years | Project close + 5 years | Full Retention by Archives |
| Project Charters | Project close + 2 years | 3 years | Project close + 5 years | Full Retention by Archives |
| Project Plans | Project close + 2 years | 3 years | Project close + 5 years | Full Retention by Archives |
| Planning Documents | Project close + 2 years | 3 years | Project close + 5 years | Selective Retention by Archives |
| Change Requests | Project close + 2 years | 3 years | Project close + 5 years | Full Retention by Archives |
| Requirements Gathering Documents | Project close + 2 years | Nil | Project close + 2 years | Destruction |
| Transition to Operations Plans | Project close + 2 years | 3 years | Project close + 5 years | Selective Retention by Archives |
| Project Close-out Reports | Project close + 2 years | 3 years | Project close + 5 years | Full Retention by Archives |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Retention rationale
The retention rational for the different types of project planning documents is summarized below.
1) Project proposals, project charters, project plans, change requests, and project close-out reports
These records serve as crucial reference points for the entire life-cycle of the project documenting the initial goals, scope, budget, timeline, key stakeholders and decision makers, project handoffs, operationalization plans, etc.; therefore, they should be transferred to the Archives upon expiry of the total retention period (CY + 5).
2) Requirements documents
These records do not have any additional administrative value upon expiry of the total retention period (CY + 2) and should therefore be destroyed.
3) Project planning documents and transition to operation plans
Upon expiry of the total retention period (CY + 5), these records should be reviewed and any planning documents not sufficiently summarized in project close documentation should be retained, all other records can be destroyed.
Status
RRSDA is in force
Approval Date
29 Apr 2025
Last Revised Date
23 Jun 2025