| Activity | AD1300 Events |
| Records Series | 31 - Events and Conferences |
| OPR | Event Organizer |
| Description | Records documenting the planning and execution of conferences and events, including official visits, lectures and seminars. Records consist of correspondence, travel and accommodation plans and confirmations, room bookings, event agendas and promotional materials, attendee lists, and post-event reports. Also includes any records of the event including audio or visual recordings. |
| Retention Trigger | Event concluded. |
| Total Retention | 5 years |
| Final Action | DP/AR |
| Disposition Plan | Transfer agenda, promotional material, post-event report (if available) and recordings (if available) to the Archives and destroy all administrative and preparatory material at the end of the retention period. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | No |
| 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 Friday, Mar 21 2025