| Activity | OP4100 Student Record - Office of the University Registrar |
| Records Series | 31 - Basic Biographical Information |
| OPR | University Registrar |
| Description | Record consists biographical information collected for maintenance of the academic record including name, sex, date of birth, Queen's University student number, Ontario Education Number, address on admission, citizenship, visa status. |
| Retention Trigger | Data entered into the system. |
| Total Retention | Immediately perform final action and disposition plan (if available). |
| Final Action | DP/AR |
| Disposition Plan | Paper forms to be retained for AY+1 years, and then destroyed. Electronic records to be transferred to the archives on a regular basis decided by Office of the University Registrar and the archives. |
| 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 Thursday, Nov 21 2024