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)

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Approved University Records Retention Schedules

Common Schedules

• AD1550 - General Inquiries and Complaints
• AD3900 - Signing Authority Administration
• AD4210 - Departmental Academic Personnel Files
• AD4280 - Staff Contact Information
• AD7100 - Workplace Health and Safety 
• AD9250 - Departmental Record Keeping
• OP4210 - Departmental Undergraduate 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

 

• 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

 

• Human Rights Office
  
  OP3100 - Human Rights

 

• International Centre 
  
  OP7600 - International Centre Services

 

• Libraries
  
  OP2200 - Library Planning and Administration
  OP2210 - Library Collection Development and Management
  OP2220 - Library Reference, Research and Instructional Services
  OP2230 - Library Access Services

 

• Office of the University Advisor on Equity Schedules
  
  AD5400 - Employment Equity
  EX3700 - Educational Equity
  OP2900 - Accessibility Planning and Review

 

• 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
  OP4240 - Post-graduate Medical Resident Record

 

• Records Management Program
  
  AD9200 - Records Management

 

• 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
  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