Queen's University Archives

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ActivityOP4914 Administration of Graduate Student Awards
Records Series31 - Departmental Internal Awards
OPRFaculty, Department or Academic Unit and School of Graduate Studies
DescriptionRecords consist of application package, memo.
Retention TriggerCompetition files closed (detail see endnotes).
Active (years)1
Semi-Active (years)
Final ActionDP/AR
Disposition PlanLists of successful candidates, or reports of awards are sent to archives by SGS, records of the selection to be destroyed at the end of the retention.
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 Monday, Feb 18 2019