| Activity | EX1999 University Secretariat Operations |
| Records Series | 31 - Administrative Support, Governance |
| OPR | University Secretariat |
| Description | Records documenting administrative support provided by the University Secretariat to the Senate, Board of Trustees, University Council, university chancellors and university rectors. Records include onboarding and offboarding, orientation, term extensions or considerations, resignations, solicited and unsolicited candidates for the position, any complaints or commendations, any discontinuation of service, expense reimbursements, gifts of appreciation to departing members, any revision of terms of reference, and all correspondence related to ongoing administrative support. |
| Retention Trigger | Academic year end date or service term end date. |
| Total Retention | 5 years |
| Final Action | DP/D |
| Disposition Plan | For records related to the Senate, Board of Trustees and University Council, delete records 5 years after current academic year end date. For records related to university chancellors and university rectors, delete records 5 years after service term end date. |
| 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 Monday, Mar 31 2025