Queen's University Archives

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ActivityOP1100 Advancement Management
Records Series33 - Advancement Events
OPRDepartment/Unit
DescriptionRecords documenting the planning and administration of events for the purpose of advancement, including Homecoming and reunions, alumni branches and chapters events, alumni education and travel, donor stewardship/recognition events, gift announcements, dedications, tributes, building/room opening events, and other alumni engagement, donor cultivation and students events.
Retention TriggerFY
Active (years)5
Semi-Active (years)0
Final ActionDP/AR
Disposition PlanInvitation, event program, publicity materials (e.g. brochures, posters, annual travel catalogue), selected photographs, post-event reports to be transferred to Archives; the rest of the material used for planning and administration of the event to be reviewed for destruction annually.
Retention Rationale
PIBNo
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.



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, Nov 11 2019