| Activity | OP2330 Archives Public Services |
| Records Series | 40 - User Registration and User Database |
| OPR | University Archives |
| Description | Records consist of user registration cards and user database. The following personal information is collected: name, address, email, phone number and institutional or other affiliation. |
| Retention Trigger | Database migrated or no longer used. |
| Active (years) | 0 |
| Semi-Active (years) | 0 |
| Final Action | DP/D |
| Disposition Plan | Paper user registration cards to be destroyed one year after data on the cards were entered into the database. |
| Retention Rationale | |
| PIB | PIB |
| 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