Oct 2, 2020 10:15 am
ActivityOP4400 Student Registration
Records Series

40 - Photo Identification Database

OPRUniversity Registrar
Description
Retention TriggerStudent graduates, or three academic years have passed with no activity since last registration date.
Total Retention 1 year
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
Retention based on anticipated operational use.
PIBPIB
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.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • 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, Jun 20 2024