Queen's University Archives

Queen's University
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Queen's University

ARCHIVES

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ActivityOP4100 Student Record - Office of the University Registrar
Records Series31 - Basic Biographical Information
OPRUniversity Registrar
DescriptionRecord consists biographical information collected for maintenance of the academic record including name, sex, date of birth, Queen's University student number, Ontario Education Number, address on admission, citizenship, visa status.
Retention TriggerData entered into the system.
Active (years)0
Semi-Active (years)0
Final ActionDP/AR
Disposition PlanPaper forms to be retained for AY+1 years, and then destroyed. Electronic records to be transferred to the archives on a regular basis decided by Office of the University Registrar and the archives.
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