| Activity | AD1300 Events |
| Records Series | 32 - Convocations |
| OPR | University Registrar and Co-Organizer |
| Description | Records documenting the planning and administration of convocation ceremonies. This may include event programs, schedules, speaker details, guest lists, transcripts, photographs, and recordings. |
| Retention Trigger | Event concluded. |
| Total Retention | 5 years |
| Final Action | DP/AR |
| Disposition Plan | At the end of the retention period, University Registrar transfers convocation program, official photographic images, honorary degree recipient documents, video recordings of ceremonies, and promotional material to the Archives; all other administrative and preparatory materials to be destroyed by University Registrar and Co-Organizers. |
| 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
- P = Permanent
- PIB = Personal Information Bank
Printed on Saturday, Mar 29 2025