| Activity | EX1999 University Secretariat Operations |
| Records Series | 33 - Cemetery Plots |
| OPR | University Secretariat |
| Description | Records documenting the management and administration of Queen’s burial plots. It encompasses plot allocation records, ownership documents, burial permits, and any associated legal or regulatory compliance documentation. Records may also include maintenance schedules, cemetery maps, and correspondence related to the purchase or transfer of plots, all liaison and planning and logistics between Queen’s and the cemetery, headstone, marker or urn orders and payment, arrangement and payment of cemetery services, all correspondence/negotiations with the family of the deceased, plot availability and tracking, the history of plot usage, and so on. |
| Retention Trigger | See detailed Disposition Plan. |
| Total Retention | Check Final Action and Disposition Plan (if available). |
| Final Action | DP/AR |
| Disposition Plan | Every five years, USEC transfers selected records to the Archives according to agreed upon criteria between USEC and the Archives. USEC keeps plot allocation records and ownership documents permanently and destroys other records 7 years after document 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 Saturday, Mar 29 2025