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ActivityOP4400 Student Registration
Records Series40 - Photo Identification Database
OPRUniversity Registrar
Retention TriggerStudent graduates, or three academic years have passed with no activity since last registration date.
Total Retention (years)1
Final ActionDP/D
Disposition PlanPhoto identification records are retained in the database and then held for a further year after the event trigger, then the records are transferred to tape or CD for a further four years before destruction.
Retention Rationale
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.


  • 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 Thursday, Sep 16 2021