Records Retention Schedules | Queen's University Archives

Here is a list of approved records retention schedules used by university departments and units with a reqirement to send records to the Queen's University Archives for permanent retention. If you have further question, please contact the Queen's University Archives.

AD1000 Communications and Public Relations

AD1100	General Communications
32	Presentations and Speeches
AD1200	Marketing, Promotions and Trademarks
31	Promotions and Marketing
32	Trademarks
AD1300	Events
31	Events and Conferences
32	Convocations
AD1350	Awards and Recognition
31	Awards Files
AD1400	Government and Public Relations
31	Government Relations
AD1700	Non-academic Publishing
31	Non-Academic Publications

AD2000/3000 Financial Management

AD2200	University Budgeting
31	University-wide Budget
AD2500	University Accounting
34	Financial Reporting
AD2800	Audits
30	Audit Planning
31	Audits

AD4000/5000 Human Resources Management

AD4200	Employee History Files
30	Principal's and Vice-Principals' Personnel Files
AD4210	Departmental Academic Personnel Files
30	Faculty, Librarian, Archivist Personnel Files
31	Adjunct Faculty Personnel File
AD4900	Training and Professional Development for Employees
31	Training Content

AD6000 Physical Resources Management

AD6200	Construction Project Management
31	Construction Projects
AD6500	Campus Planning and Development
31	Accessibility, Built Environment
AD6700	Sustainability
32	Greenhouse Gas Inventory

AD7000 Environmental Health and Safety Management

AD7200	Business Continuity
31	Business Continuity Plans

AD8000 Information Management & Information Technologies

AD8800	Web Content Development and Management
41	Queen's Websites - Published Content

AD9000 General Administrations and Operations

AD9100	Local Planning and Operations
11	Local Policies and Procedures
13	Committees and Meetings
31	Local Initiatives and Plans
AD9250	Records Management
40	Records Retention Schedules

EX1000 University Governance

EX1250	University-wide Policy Development
31	Governance Policies
33	University-wide Administrative Policies
EX1270	Principal's Office Operations
31	Principal's Office Senior Planning and Priorities
33	Principal's Speeches and Writing
34	Principal's Office Correspondence
35	Organization of Principal's Events
EX1280	Office of the Vice-Principal (Finance and Administration) Operations
31	Planning and Priorities - VPFA
32	Special Projects - VPFA
EX1500	Board of Trustees Operations
11	Board of Trustees, BOT Committees and Subcommittees
EX1750	International Initiatives
32	International Academic Agreement Management
EX1999	University Secretariat Operations
32	Elections and Appointments
33	Cemetery Plots

EX2000/3000 Academic Governance

EX2100	Senate Operations
11	Senate, Senate Committees and Subcommittees
12	Selection of Honorary Degree Recipients
EX2200	University Council Operations
11	University Council, University Council Committees and Subcommittees
31	Selection of University Chancellor
EX2500	Enrolment Planning
30	Research and Planning Records
EX3100	Faculty Board Operations
30	Faculty Board Files
EX3310	Cyclical Program Review (CPR)
34	Cyclical Program Reviews Records
EX3320	Accreditation of Degree Programs
30	Academic Programs Accreditation

EX4000 Legal Issues Management

EX4200	General Legal Matters
33	Acquisitions and Dispositions, Legal Entities

OP1000 Advancement Operations and Administrations

OP1100	Advancement Management
33	Advancement Events
34	Alumni Communications and Marketing
OP1200	University Development
30	Giving Programs
31	Planned Gifts
32	Stewardship
33	Naming Recognition
OP1300	Alumni Relations
31	Alumni Awards and Grants
32	Alumni and Student Associations
44	Volunteer Resources
OP1400	Advancement Services
32	Alumnus/Alumna/Donor Profile
33	Organization Profile
35	Gift-In-Kind
OP1500	Administering Gifts - Local
33	Administering Gifts-in-Kind - Local

OP2000/3000 Academic and Community Services

OP2210	Library Collection Development and Management
34	Library Trust Funds Files
35	Gift Collection History Files
OP2290	Library Services for Students with Disabilities
33	Training for Students with Disabilities
OP2310	Collections Management - W. D. Jordan Rare Books and Special Collections
32	RBSC Item History Files
40	RBSC Holdings Management
OP2350	Conservation of Cultural Assets
31	Conservation Files
OP2399	University Archives Operations
31	Archival Collections
32	Archival Storage and Services, Third Party
33	Letters of Permission, Archives
34	Loan and Use, Archival Material
OP2400	Campus Security and Emergency Services
33	Campus Security Training Material
OP2730	Administration of Student-athlete Information
33	Alumni Student-athlete Profile
OP2790	Camp for Minors Services
35	Camps Program Files
OP3100	Human Rights and Equity
30	HREO Publication and Training Material
36	Tri-Awards Files
37	Internal Reporting
38	External Reporting
OP3300	Ombuds Services
30	Ombudsperson Advisory Committee Minutes

OP4000/5000 Student Records Management

OP4100	Student Record - Office of the University Registrar
31	Basic Biographical Information
35	Academic Record
38	Student Grades
40	Change of Name
41	Academic Changes
OP4500	Student Admission - Undergraduate Programs
40	Annual Admissions Statistical Data
OP4800	Student Awards - Faculty or School
30	Faculty/School/Unit Student Awards Documentation
31	Selection of Faculty/School/Unit Student Awards Recipients
OP4911	Coordination of Recruitment - Graduate Programs
31	Graduate Program Promotional Files
OP4914	Administration of Graduate Student Awards
10	Graduate Student Awards Committee
31	Departmental Internal Awards
OP4970	Post-Graduate Medical Trainee Record
30	Trainee Files (PGME)
OP4984	Administration of Teaching Awards - Faculty of Education
10	Teaching Awards Committee Files - Chair
OP4988	Management of Career Placement Events - Faculty of Education
30	Events Planning and Implementation Files
OP5700	Student Non-academic Misconduct Administration
30	Student Conduct Regulatory Documentation
OP5800	Awarding of Degrees
31	Final Degree List

OP6000/7000 Student Services

OP6200	Student Organization Liaison
31	Student Organization Files
OP6950	Services for Women Students
32	Administration of Financial Assistance Programs - Ban Righ Centre
33	Inspiring Women Awards
OP7300	Faith and Spiritual Life Services
30	Chaplain and Assistant Chaplains' Speeches
33	Wedding and Funeral Services Files
34	Ceremonial Service Files
35	Chaplaincy Services Program Files
OP7400	University Rector Services
32	Ceremonial Service Files
33	University Rector Program Files
34	Communication Files
OP7600	International Centre Services
10	International Centre Council
30	Management of International Centre Programs and Services
32	International Students Orientation Program

OP8000 Research Management

OP8600	Research Ethics Administration
10	General Research Ethics Board Files
11	Health Sciences Research Ethics Board Files
OP8650	Research Integrity Administration
33	Research Integrity Report
OP8900	Animal Care Management
30	University Animal Care Committee (UACC) Files
OP8970	Visiting Scholars and Researchers
31	Visiting Scholar/Researcher Files

OP9000 Teaching and Learning

OP9200	Academic Course Administration
35	Syllabi
OP9850	Examination Questions - Centrally Administered Academic Assessments
32	Exam Bank
OP9900	Academic Calendars
30	Calendar Files
40	Online Calendar Database