Queen's University Archives

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ActivityAD2500 University Accounting
Records Series34 - Financial Reporting
OPROffice of the Controller
DescriptionRecords documenting the statements of accounts and the tracking and reporting of income and expenses in the financial system. Includes financial statements and management reports.
Retention TriggerFY
Active (years)4
Semi-Active (years)15
Final ActionDP/AR
Disposition PlanAnnual financial statements and reports to be transferred to archives at end of retention period; all other financial reports to be destroyed.
Retention Rationale
PIBNo
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.



GLOSSARY

  • 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 Monday, Feb 18 2019