Oct 2, 2020 10:15 am
ActivityOP4100 Student Record - Office of the University Registrar
Records Series

38 - Student Grades

OPRUniversity Registrar
DescriptionRecords consist of documentation of grade changes. Also include final grades in the system.
Retention TriggerData entered into the systems.
Total Retention Immediately perform final action and disposition plan (if available).
Final ActionDP/AR
Disposition PlanPaper records (mark sheets etc.) to be retained for AY+3 years, and then destroyed.

Electronic records to be transferred to the archives on a regular basis decided by the registrar office and the archives.

Academic units forward the mark sheets and documentation of mark changes to the OUR for inclusion in the student record. Academic units also maintain records of mark sheets and mark changes. Please refer to OP42XX.
Retention Rationale
Retention based on anticipated operational use.
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.


  • 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, Jun 20 2024