Queen's University Archives

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Queen's University Directory of Records

The Queen's University Directory of Records provides a listing of the types of records held by the University, (as required by the Ontario Freedom of Information and Protection of Privacy Act). The Directory contains short descriptions of the functions carried out at the University and the records that result.

The directory is divided into three main records groups:

  • Administrative Records Group - Records that support the “housekeeping” functions common to all university departments and units.
  • Executive Records Group - Records of the senior level of management or governance. These records relate to the major strategies and decisions that set the course for the university as an institution within the higher education community.
  • Operations Management Records Group - Records that support the unique mandates and operations of the departments and units within the University.
Administrative Records Group
AD1000 Public Relations
AD2000/3000 Financial Management
AD4000/5000 Human Resources Management
AD6000 Physical Resources Management
AD7000 Environmental Health and Safety Management
AD8000/9000 Information Management
Executive Records Group
EX1000 University Governance
EX2000/3000 Academic Governance
EX4000 Legal Issue Management
Operations Management Records Group
OP1000 University Advancement
OP2000/3000 Support Services
OP4000/5000 Student Records Management
OP6000/7000 Student Services
OP8000 Research Services
OP9000 Teaching

The Directory forms an hierarchical structure for the university's Records Retention Schedules, and therefore also serves as as a file classification scheme for the organization of university records in all media. The records retention schedules set limits for the retention of records and delineate accountability for those records. The schedules describe the functions in greater detail at the primary level, and also specific activities or transactions documented at the file (or secondary) level. The DOR is also referred to as the Functional Hierarchy.