HUM-0200 Recruitment: Competition Case Files
Description |
Records of competitions for hiring, from the initial request for hiring to the onboarding of a successful candidate or withdrawal of the competition. Includes: Hiring request, job postings, screening criteria and tools, pre-interview screening questions and responses, resumes, interview notes, shortlist, reference checks, copy of offer letter, education verification/back check report. Hiring units must retain a copy of all competition materials not submitted to HR. |
Retention Trigger |
Hiring decision made |
Retention |
Trigger + 2 years |
Responsible Unit(s) |
Human Resources Originating Units (if materials not collected by HR) |
Source |
Human Resources, Units, 3rd party submissions, Backcheck Sterling |
Records System |
Electronic, ATS, email (resume, reference letter submissions) |
Citations |
Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31 s.40 Disposal of Personal Information, RRO 1990, Reg 459 Human Rights Code, R.S.O. 1990, c. H.19 s.34 |
Record Authority |
VP Human Resources and Services |
Disposition |
Secure deletion Records of successful candidate: transfer to HUM-0110 Personnel File |
Records Arising from Activity |
|
Retention Rationale |
Risk of challenge to interview process, either grievance, human rights code or civil law. |
Personal Information |
Yes |
Vital Record |
No |
Protection |
High |