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Research Ethics Board Administrative Records
Function
Research
PIB
RRSDA Number
2025-014
Department
Office of Research Ethics, Research Ethics Board
Description, purpose and use of records
The series consists of records created by the Research Ethics Board and Research Ethics Board Administration to document administrative and operational activities.
Records include, but are not limited to, agendas and minutes of all REB meetings, submitted REB member reviews, REB membership information (including but not limited to member lists, signed conflict of interest and confidentiality agreements, etc.), standard operating procedures, and records of registration of the REB with the US Office of Human Research Protection.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Agendas and meeting minutes | CY + 2 years | 4 years | CY + 6 years | Full Retention by Archives |
| REB member records | CY + 2 years | 4 years | CY + 6 years | Selective Retention by Archives |
| Standard Operating Procedures | S/O + 1 year | NIL | S/O + 1 year | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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 administrative records of the Research Ethics Board (REB) and Research Ethics Board Administration have long-term value as they document the governance of research ethics review, including the establishment of the REB, and operational guidelines for the REB and human research ethics review. Upon expiry of the total retention period (CY + 6), most REB administrative records should be transferred to Archives, except for records related to membership.
Please see the retention and filing guidelines for specific instructions on which member records should be transferred, and which records can be destroyed.
Retention and filing guidelines
Upon expiry of the total retention period, member records can be destroyed except for the list of membership rosters. The REB should retain copies of REB rosters (including substitute members and/or ad hoc advisors).
related RRSDAs
Status
RRSDA is in force
Approval Date
09 Apr 2026
Last Revised Date
09 Apr 2026