| Activity | AD1300 Administration of University and Departmental Events |
| Records Series | 31 - University Events and Conference Administration |
| OPR | Event Organizer |
| Description | Records 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 Trigger | Conferences or events concluded. |
| Total Retention | 5 years |
| Final Action | DP/AR |
| Disposition Plan | Transfer 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. |
| 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 Thursday, Oct 10 2024