Queen's University Archives

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ActivityEX1400 Administration of Nomination and Appointment to Governing Bodies
Records Series31 - Elections to Governing Bodies
OPRUniversity Secretariat
DescriptionRecords documenting the election process to governing bodies at the University, including the Board of Trustees, Senate and University Council.
Retention TriggerElections complete, and any appeal resolved.
Active (years)2
Semi-Active (years)2
Final ActionDP/AR
Disposition PlanDestroy ballots one year after completion of election or appeal; keep vote count for full retention period, then transfer to archives.
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 Friday, Nov 16 2018