| Activity | OP2310 Collections Management - Queen’s University Archives and W. D. Jordan Rare Books and Special Collections |
| Records Series | 31 - QUA Accession Files |
| OPR | University Archives |
| Description | Records consist of records transfer forms, deed of gift forms, appraisal reports, purchase information, collection insurance summaries and supporting documentation, accessioning systems and communication files with sellers, donors, or previous material custodians. Include personal information of donors and appraiser, such as name, affiliation, address, phone/fax numbers and email. |
| Retention Trigger | Data migrate from current storage system or application to another. |
| Total Retention | Immediately perform final action and disposition plan (if available). |
| Final Action | DP/CO |
| Disposition Plan | Data will be continuously overwritten. At the point of migration, some data may be removed if information is no longer needed. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | PIB |
| 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 Tuesday, Dec 3 2024