If you advertise publicly advertised job postings under Ontario’s job posting rules, you keep a copy of each one, and its application form, for three years after the public can no longer see it.
The rule
Section 15(7.1) of the Employment Standards Act: an employer “shall retain or arrange for some other person to retain copies of every publicly advertised job posting within the meaning of Part III.1 and any associated application form for three years after access to the posting by the general public is removed.”
What to keep
- The posting and its application form.
- Linked pages and documents. The government’s guide says information in a linked website or attached document is part of the posting, so keep a copy of those sources too.
- Every version. If you revise the posting while it is up, the guide says keep each version that was advertised.
- Interview notices. Keep the information you give interviewed applicants under the 45-day rule for three years after you give it (ESA s. 15(7.1.1)), whatever method you used. See the 45-day notice guide.
Who can keep them
You can keep the records yourself or arrange for someone else to keep them, such as a recruiter or a service. Either way they must be readily available for inspection by an employment standards officer (ESA s. 16).
What the law does not say
The Act does not set a format. A dated PDF or a saved copy of the page, with the date it went up and the date it came down, is one practical way to show what was posted and when.
Sources
- Employment Standards Act, 2000 (s. 15(7.1), (7.1.1); s. 16)
- Your guide to the ESA: publicly advertised job postings (ontario.ca, “Record-keeping requirements”)
Common questions
How long do Ontario employers keep job postings?
Three years after access to the posting by the general public is removed, together with any associated application form (ESA s. 15(7.1)).
Do I have to keep edited versions of a posting?
Yes. The government’s guide says that if a posting is revised while it is up, each version advertised to the public is kept.
Can a recruiter keep the records for me?
Yes, the Act lets you arrange for another person to keep them, but they must be readily available for inspection by an employment standards officer (ESA s. 16).
Related guides
- Ontario job posting rules 2026: pay range, AI, Canadian experience, 45-day notice
- Ontario’s 45-day interview notice rule: what to tell applicants, when, and a template
- Ontario employer compliance calendar 2026–2027: every AODA and ESA date for small employers
- Right to disconnect in Ontario: the disconnecting from work policy, who needs one, what it must say and the March 1 deadline