| Activity | AD1300 Administration of University and Departmental Events |
| Records Series | 32 - Organization of Convocations |
| OPR | University Registrar |
| Description | Records documenting the planning and administration of convocation ceremonies. |
| Retention Trigger | Convocation or installation completed. |
| Total Retention | 5 years |
| Final Action | DP/AR |
| Disposition Plan | All administrative and preparatory material to be destroyed; one copy of convocation program transferred to the Archives; all other material including official photographic images of convocation and honorary degree recipients, copy of invitation and promotional material for any events and celebrations to be transferred to the Archives. |
| 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, Apr 19 2024