Queen's University Archives

Queen's University
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Queen's University

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ActivityOP1300 Alumni Relations
Records Series33 - Advancement Volunteer Administration
OPRAlumni Relations
DescriptionRecords documenting administration of student volunteers and volunteers for other Advancement events and activities (e.g. mentor, career developer, speaker), including application files, signed position descriptions, signed code of conduct, resumes, questionnaires, and correspondence.
Retention TriggerVolunteer relationship with Queen's Advancement ends.
Active (years)2
Semi-Active (years)0
Final ActionDP/D
Disposition PlanApplication files to be destroyed one year after hiring process concludes. The rest of the files to be destroyed at the end of the retention.
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 Monday, Feb 18 2019