Oct 2, 2020 10:15 am
ActivityOP2310 Collections Management - Queen’s University Archives and W. D. Jordan Rare Books and Special Collections
Records Series

31 - QUA Accession Files

OPRUniversity Archives
DescriptionRecords consist of records transfer forms, deed of gift forms, appraisal reports, purchase information, collection insurance summaries and supporting documentation, accessioning systems and communication files with sellers, donors, or previous material custodians. Include personal information of donors and appraiser, such as name, affiliation, address, phone/fax numbers and email.
Retention TriggerData migrate from current storage system or application to another.
Total Retention Immediately perform final action and disposition plan (if available).
Final ActionDP/CO
Disposition PlanData will be continuously overwritten. At the point of migration, some data may be removed if information is no longer needed.
Retention Rationale
Retention based on anticipated operational use.
PIBPIB
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
  • CO = Continuous OVerwrite
  • 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 Thursday, Mar 28 2024