Queen's University Archives

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ActivityAD6600 Physical Resources Management
Records Series32 - Materials Maintenance and Repair Files
DescriptionRecords documenting materials maintenance and repair. Used for tracking and monitoring the operation, upkeep and repair of equipment, furniture and vehicles. Includes arrangement of maintenance and repair services; service agreements; repairs and maintenance under warranty; safety inspections; work order management; and other maintenance and repair activities. Example documents: correspondence, inspection reports, logs, maintenance schedules, service agreements, work orders.
Retention TriggerEquipment disposed of, transferred or replaced or service discontinued.
Active (years)2
Semi-Active (years)0
Final ActionD
Disposition Plan
Retention Rationale
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.


  • 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