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ActivityOP6900 Student Wellness Services
Records Series31 - Student Patient / Client Files
OPRStudent Wellness Services
DescriptionUsed for all the services provided to students at Health Counselling and Disability Services, such as health services, counselling Service, disability services, psychiatry, health promotion and learning strategies. This schedule applies to all student patient/client records regardless of their format.
Retention TriggerFiles become inactive.
Active (years)10
Semi-Active (years)0
Final ActionD
Disposition Plan
Retention Rationale

Adult patients: records must be kept for 10 years from the date of the last entry in the record; Patients who are children: records must be kept until 10 years after the day on which the patient reached or would have reached the age of 18 years. Notwithstanding the above requirements from the Regulation, the College recommends that records be maintained for a minimum of 15 years.

Vital Records

This schedule applies to official records. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.

University Records exist in both physical and electronic formats, such as paper, email or data in a database. Paper records may or may not contain information that is duplicated in an electronic system. For technical reasons the retention assigned to the electronic records may be different from the retention of physical records. If there are differences, see instructions in this schedule for details.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Wednesday, Feb 20 2019