Queen's University Archives

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ActivityEX4600 Dispute Resolution
Records Series11 - University Student Appeal Board (USAB) Files
OPROffice of the University Ombudsman
DescriptionRecords consist of all USAB proceedings, including any written documents filed by the parties; transcripts of the hearing; any interim orders made by the Board and the decision of the Board and the reasons therefore.
Retention TriggerDecision made.
Active (years)5
Semi-Active (years)0
Final ActionDP/AR
Disposition PlanAs soon as the board renders a decision, destroy duplicated records (including the ones distributed to USAB members). All original records (including tape recording) are to be kept in the Office of the Ombuds. Tape recordings are to be destroyed after one year. The rest of the original records are to be kept for five years.

At the end of the five-year retention period, the records of precedent setting cases will be transferred to archives; all other records will be destroyed.
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