Queen's University Archives

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Queen's University

ARCHIVES

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ActivityOP1200 University Development
Records Series32 - Stewardship
OPRStewardship and Benefactor Relations
DescriptionRecords documenting the stewardship of endowment and trust funds, including signed terms of reference, terms agreements, terms addendums, and memorandums of understanding, as well as history and background information and donor reporting files.
Retention TriggerFund origin stewardee deceased.
Active (years)5
Semi-Active (years)25
Final ActionDP/AR
Disposition PlanThe following information of donors to be transferred to the Archives at the end of the five year active retention period: terms of reference (including history and background information), terms agreements, terms addendums, and memorandums of understanding. Identifiable information about donor in anonymous stewardship files to be redacted before the transfer. The rest of the records to be destroyed.
Retention Rationale
PIBPIB
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.



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 Wednesday, Feb 20 2019