Queen's University Archives

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ActivityAD9250 Departmental Record Keeping
Records Series31 - Records Maintenance Files
DescriptionRecords documenting records maintenance at department or unit. Used for tracking, monitoring, and maintaining control of recorded information holdings in active or semi-active storage. Includes locations lists, file lists, and coding authorities Also includes subject guides and other taxonomies (e.g., file naming conventions lists, acronym lists).

Example documents: correspondence, lists, logs, subject guides, tracking system data.
Retention TriggerInformation superseded or no longer needed.
Active (years)1
Semi-Active (years)0
Final ActionD
Disposition Plan
Retention Rationale
Vital Records

This schedule applies to official records in all media. 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.


  • 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, Nov 11 2019