C-RIMS: 04 – Human Resources Management: 04-01 – Employee Relations / Collective Bargaining

Description: Use for records related to labour relations and labour standards. Includes collective agreements, strike administration and, grievance procedures (including arbitration and other steps).

Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless or media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

FUNCTION: Human Resources Management

GNL OPR: Treasury Board Secretariat (TBS) (Grievances and Arbitration Case Files, Labour Management Committees, Collective Agreement Administration Records, Employee Supervision and Incident Reporting)

Public Service Commission (PSC) (Employee Supervision and Incident Reporting, Conflict of Interest Advisory Committee Files), Employee Assistance Program (EAP) and Respectful Workplace Case Files)

Departmental OPR: Department head or designate that is responsible for Employee Relations within a public body.

Retention: See below

Disposition: Destroy

Media: Paper copies/network drives/e-mail

Authority: C-RIMS

No. Function Specific Secondary ACT DIS
41 Grievances and Arbitration Case Files

Use for records relating to the grievance process at all stages.

Records include a copy of the grievance, meeting notes, supporting documents such as Payroll records or recall records if necessary and a copy of a discipline if one occurred.

Note: In cases where departments are holding originals because the grievance did not advance to Human Resources the department is the OPR. Departments are not to use C-RIMS as the authoritative source for disposal in these cases, but instead may contact Human Resources for Records Retention and Disposal Schedule direction.

Event date equals date settlement is executed (when settlement is paid, dropped, etc. i.e. all actions are finished with grievances).

 ED + 1 CY D – see note
42 Labour / Management Committees

Use for records relating to Labour/Management Committees. Records include:

  • Agendas
  • Minutes of Meetings

*Departments own their own and are responsible for the management of their own records.

 CY+3 D
43 Collective Agreement Administration Records

Use for records relating to the collective process. Records include:

  • Bumping Files
  • Seniority Listings
  • Negotiations Planning
  • Preparation Files
  • Working Papers

Note: N/A is used to reflect that Departments do not need to retain copies as OPR references their copy only.

 N/A D
44 Conflict of Interest Advisory Committee Files

Use for records relating to the identification and resolution of employee conflict of interest records. Examples of conflicts may be policy conflicts, contract conflicts, or formal Government guidelines.

 CY+2 N/A
45 Employee Supervision and Incident Reporting

Use for records relating to the daily managing of employees in the workplace. Records include:

  • Employee Performance Evaluations
  • Respectful Workplace
  • Misconduct
  • Harassment Investigations
  • Disciplinary Records

Note: GNL OPR for Respectful Workplace and Harassment Investigation records is the PSC. The OP for the remaining records is TBS.

Event date equals closure of file, resulting in investigation report being sent to the Deputy Minister.

 ED Transfer
To TBS or PSC depending on the record.
46 Employee Assistance Program(EAP) and Respectful Workplace Case Files

Records of this type are not permitted to be created under any circumstances. These are to be generated and maintained by the OPR exclusively.

 – –
47 GNL Employee Orientation Information

Use for records relating to new employee orientation delivered by the Centre for Learning Development (CLD). Records include:

  • Orientation Schedules
  • CLD Contact Information
  • Guidelines

Note: The CLD provides orientation guides and checklists to Departments when Departments orient new employees to their respective Divisions. The CLD provides broad government onboarding sessions and is responsible for the content, notifications to employees and supervisors, and attendance records of these sessions. The CLD is not the OPR for maintaining any completed records or checklists associated with employee orientations. Departments are responsible for maintaining all records.

 CY+1 D

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For more information please contact im@gov.nl.ca