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Queen's University

Records Retention Schedules

A Records Retention Schedule governs the life cycle of a record, or series of records, from creation or receipt to disposition or permanent preservation. The schedules provide comprehensive descriptions of the functions, activities and transactions carried out in the administration, governance and operations of the University. Along with a functionally organized hierarchy, or file plan, the records retention schedules allow for the classification of records.

It includes:

  • the title and classification number of the record;
  • the length of time each record shall be retained as an active record before transfer to off-site storage;
  • the length of time each record shall be retained in semi-active storage at an off-site storage prior to final disposition;
  • the method of disposition of each type of record, i.e, destruction or transfer to University Archives.

 How to Read a Records Retention Schedule (RSS)

    Approved University Records Retention Schedules

    Common Schedules

    • AD1550 - General Inquiries and Complaints
    • AD2900 - Procurement
    • AD3900 - Signing Authority Administration
    • AD4210 - Departmental Academic Personnel Files
    • AD4280 - Staff Contact Information
    • AD6600 - Physical Resources Management 
    • AD7100 - Workplace Health and Safety 
    • AD9250 - Departmental Record Keeping
    • EX3310 - Cyclical Program Review (CPR)
    • OP4210 - Departmental Undergraduate Student Record
    • OP4919 - Departmental Graduate Student Record 

    Departmental Schedules

    • Archives

      OP2310 - Archives Services - Acquisition of Archival Material
      OP2320 - Archives Services - Collections Maintenance
      OP2330 - Archives Services - Public Services
      OP2340 - Archives Services - Outreach


    • Continuing Teacher Education

      OP4989 - Student Record - Continuing Teacher Education, Faculty of Education


    • Department of Environmental Health & Safety

      AD7300 - Off-Campus Activity Safety


    • Faculty of Arts and Science

      OP4200 - Faculty Office Undergraduate Student Record - Faculty of Arts and Science


    • Faculty of Education (PDF)

      EDUC01 - Teacher Candidate Practicum Placement - Faculty of Education
      EDUC02 - Administration of Teacher Candidate Practicum - Faculty of Education
      EDUC03 - Administration of Teacher Candidate Alternate Placements - Faculty of Education
      EDUC04 - Administration of Teaching Awards - Faculty of Education
      EDUC05 - School Board Partnerships Management - Faculty of Education
      EDUC06 - Administration of International Teacher Placements  - Faculty of Education
      EDUC07 - Administration of Career Placements - Faculty of Education
      EDUC08 - Management of Career Placement Events - Faculty of Education

    • Faculty of Law

       OP4950 - Faculty of Law Student Record

    • Health, Counselling and Disability Services

    OP6900 - Student Health, Counselling and Disability Services


      • Human Resources

              AD4550 - Pension Administration

      • Human Rights Office

        OP3100 - Human Rights


      • Internal Audit Departmentnew.png

        AD2800 - Internal Audit Services

      • International Centre 

        OP7600 - International Centre Services


      • Legal Aid

        OP7700 - Legal Aid Services

      • Libraries

        OP2200 - Library Planning and Administration
        OP2210 - Library Collection Development and Management
        OP2220 - Library Reference, Research and Instructional Services
        OP2230 - Library Access Services
        OP2280 - Library Systems
        OP2290 - Library Services for Students with Disabilities


      • Office of the University Advisor on Equity Schedules

        AD5400 - Employment Equity
        EX3700 - Educational Equity
        OP2900 - Accessibility Planning and Review


      • Office of the University Ombudsman

         EX4600 - Dispute Resolution


      • Office of Research Services

        OP8410 - Research Grant Management (External Programs)
        OP8420 - Research Grant Management (Internal Programs)
        OP8430 - Research Contract Management
        OP8600 - Research Ethics Administration


      •  Post-graduate Medical Education

              OP4970   - Post-graduate Medical Resident Record


        • Physical Plant Services

          - Physical Plant Services Operation
          AD6200 - Construction and Engineering Project Management
          AD6300 - Physical Properties Maintenance and Custodial Services
          AD6400 - Real Property Development and Management
          AD6610 - Fleet Vehicle Management
          AD6620 - Administration of Professional Workwear
          AD6700 - Sustainability
          AD6800 - Parking Services   

        • Records Management Program

          AD9200 - Records Management
        • School of Graduate Studies 

          OP4910  - Student Record - School of Graduate Studies
          OP4911  - Coordination of Recruitment - Graduate Programs
          OP4912  - Student Admissions - Graduate Programs
          OP4914  - Administration of Graduate Student Awards
          OP4915  - Annual Evaluation of Graduate Students
          OP4916  - Thesis Completion
        • University Registrar

           EX2500  - Enrollment Planning
           OP4100  - Student Record - Office of the University Registrar
           OP4300  - Student Recruitment - Undergraduate Programs
           OP4400  - Student Registration - Undergraduate Programs
            OP4500  - Student Admission - Undergraduate Programs new.png
           OP4600  - Administration of Student Fees
           OP4700  - Awarding of Scholarships and Bursaries
           OP4810  - Administration of Government Loans
           OP4820  - Administration of Student Line of Credit Program
           OP4830  - Administration of Queen's University Student Short-Term and General Loans
           OP5200  - Student Financial Advising
           OP5800  - Awarding of Degrees
           OP9500  - Administration of Student Assessment of Teaching
           OP9700  - Academic Timetable Management
           OP9800  - Organization of Examination Sessions
           OP9850  - Preparation of Examinations
           OP9900  - Academic Calendar Coordination


        • University Secretariat 

          EX1250  - Facilitation of University Policy Development
          EX1400 - Administration of Nomination and Appointment to Governing Bodies
          EX1500 - Board of Trustees
          EX2100 - Senate - Academic Governance
          EX2200 - University Council

        Kingston, Ontario, Canada. K7L 3N6. 613.533.2000