Queen's University Archives

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ActivityOP4400 Student Registration
Records Series40 - Photo Identification Database
OPRUniversity Registrar
Description
Retention TriggerStudent graduates, or three academic years have passed with no activity since last registration date.
Active (years)1
Semi-Active (years)0
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
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 Wednesday, Feb 20 2019