Here is a list of common records retention schedules used by university departments and units. If you have further question, please contact the Records Management and Privacy Office.
General Administrations and Operations Records |
| AD9100-11 Local Policies, Procedures and Standards AD9100-12 Statistical Reports and Surveys AD9100-31 Local Planning Files AD9100-32 Local Operations Files AD9110-11 Directories and Contact Lists AD9110-12 Forms and Templates AD9110-13 Maps AD9110-14 Printing Services AD9110-15 Reception Services AD9110-16 Shipping, Receiving and Mail AD9110-17 Subscription Management AD9110-18 Travel AD9110-19 Tours AD9110-20 Vendor or Contractor Relations AD9110-21 Non-Academic Research Files AD9250-30 Local Records Management AD9300-30 Non-Research Financings OP2400-32 Facility Access Files |
Communications and Public Relations Records |
| AD1100-31 Communications AD1100-32 Presentations and Speeches AD1200-31 Promotions and Marketing AD1300-31 Events and Conferences AD1350-31 Awards Files AD1400-31 Government Relations AD1400-32 Public Relations AD1500-31 General Advice and Consultation AD1500-32 Complaints and Inquiries AD1700-31 Non-Academic Publications |
Financial Records |
| AD2200-32 Departmental Budget AD2500-32 Accounts Payable AD2500-33 Accounts Receivable AD2700-32 Tax Records (Calendar Year) AD2700-33 Tax Records (Fiscal Year) AD2750-31 Financial Reporting (External) AD2800-31 Audits AD2900-34 Procurement Card Files AD3900-31 Signing Authority Files |
Human Resource Records |
| AD4110-30 Hiring Faculty AD4110-33 Hiring Academic Executives AD4110-34 Hiring Staff AD4210-30 Faculty, Librarian, Archivist Personnel Files AD4210-31 Adjunct Faculty Personnel File AD4200-32 Staff Employee Personnel Files - Local Copies AD4215-31 Departmental Casual Employee Files AD4215-32 Files of Students Employed by the University AD4215-33 Post-doctoral Fellow Files AD4215-34 Departmental Paid Intern Files (Non-Queen's Students) AD4215-35 Volunteer Files AD4500-31 Employee Work Scheduling AD4500-32 Job Evaluations AD4900-31 Training Content AD4900-32 Training Delivery, Non-mandatory AD5300-31 Faculty Grievances AD5300-32 Staff Grievances |
Physical Resources Management Records |
| AD6300-33 Environmental Monitoring AD6300-34 Facility Maintenance and Repair (Clients) AD6600-31 Physical Assets and Materials Management AD6600-32 Physical Assets Repair and Maintenance |
Health and Safety Records |
| AD7100-30 Health and Safety Inspections AD7100-31 Health and Safety Investigations AD7100-32 Workplace Incident and Accident Files - Unpaid Student Placement AD7100-33 Ergonomic Assessment Files AD7200-31 Business Continuity Plans AD7200-32 Business Continuity Responses |
Information Management and Information Technologies Records |
| AD8500-31 IT Support AD8500-32 IT Vendor Support AD8800-40 Website Content Development AD8800-41 Queen's Websites - Published Content AD8950-31 General Reference Materials EX4300-31 Access to Information Requests EX4300-32 Privacy Breaches or Complaints EX4300-34 Privacy Impact Assessments EX4300-35 Notices of Collection, Personal Information |
Academic Unit Common Records |
| AD1300-32 Convocations EX3100-30 Faculty Board Files EX3310-31 Preparation for CPR - Academic Units EX3320-30 Academic Programs Accreditation OP4800-30 Faculty/School/Unit Student Awards Documentation OP4800-31 Selection of Faculty/School/Unit Student Awards Recipients OP4210-30 Departmental Undergraduate Student Record - Academic Progress OP4912-31 Departmental Admissions Files - Graduate Programs OP4914-31 Administration of Graduate Student Awards - Departmental Internal Awards OP4919-30 Departmental Graduate Student Files OP5600-30 Departure from Academic Integrity Cases - Level I OP5600-31 Departure from Academic Integrity Cases - Level II OP5600-32 Departure from Academic Integrity Cases - Do Not Proceed / Dismissed OP5600-33 Academic Appeal, Faculty Board OP5700-31 Non-Academic Misconduct Cases - General OP5700-32 Non-Academic Misconduct Cases - Sexual Violence and/or Sexual Misconduct OP8970-31 Visiting Scholar/Researcher Files OP9100-31 Curriculum Development Files OP9860-30 Examination Questions Faculty/Department Copies |
General Legal Records |
| EX4100-35 Legal Reference Materials EX4200-31 Agreements and Contracts, General EX4200-32 Legal Consultations EX4200-34 Legislative Compliance Oversight EX4200-35 Regulatory Filings EX4200-36 Waivers and Consent Forms EX4200-37 Legislation Monitoring EX4200-38 Legislative Consultation EX4200-39 Legal Matters |