Oct 2, 2020 10:15 am
ActivityAD1300 Administration of University and Departmental Events
Records Series

31 - University Events and Conference Administration

OPREvent Organizer
DescriptionRecords document the planning and administration of conferences and events held by university departments, including official visits, lectures and speeches. Records consist of correspondence, travel and accommodation plans and confirmations, room bookings and promotional materials. Also includes any records of the event including audio or visual recordings.
Retention TriggerConferences or events concluded.
Total Retention 5 years
Final ActionDP/AR
Disposition PlanTransfer final reports, recordings, and applicable consent forms of the conference or events, presentations (with permission of presenter), relevant publicity and promotional material to the Archives; destroy all other material.
Retention Rationale
Retention based on anticipated operational use.
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, Jun 8 2023