Queen's University Archives

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ActivityOP3100 Human Rights
Records Series32 - Human Rights Respondents Advisor's Files
OPROffice of the University Ombudsman
Retention TriggerComplaint resolved or formal hearing is initiated.
Active (years)5
Semi-Active (years)0
Final ActionDP/AR
Disposition PlanAll records created as result of advising respondents are transferred to the Office of the Ombudsman as soon as complaint resolved or formal hearing is initiated. At the end of the retention, any file related to a formal complaint dealt with by the Harassment/Discrimination Complaint Board (See OP3100-33) will be transferred to the archives. All other files will be destroyed.
Retention Rationale
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.


  • 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