Queen's University Archives

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ActivityOP4100 Student Record - Office of the University Registrar
Records Series32 - Other Biographical Information
OPRUniversity Registrar
DescriptionRecords consist of emergency contact information, social insurance number (student), date of entry.
Retention TriggerStudent graduates, or three academic years have passed with no activity since last registration date.
Active (years)0
Semi-Active (years)0
Final ActionDP/D
Disposition PlanRecords to be retained in electronic format according to the above retention. After the data entered into the system, paper forms to be retained for AY + 1 year, and then 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 Wednesday, Feb 20 2019