Retention Scheduling Process

  1. Identify Needs: Identify university records that need retention schedules. Please email or to initiate the records scheduling process.
  2. Research & Interview: The records analyst from Queen’s Archives conducts intensive research on statutory and regulatory recordkeeping requirements. The records analyst also interviews key records custodians to gather information on business process and current recordkeeping practices.
  3. Drafting: Based on the research results and feedback from interviews, the records analyst prepares draft retention schedules.
  4. Departmental Approval: If a schedule is department-specific, the records analyst submits the draft schedule for departmental approval first. If a schedule is common to all university departments and units, skip Step 4 and go to Step 5.
  5. URMC Approval: The records analyst submits the draft schedule to the University Records Management Committee (URMC) for final approval. The URMC consists of representatives from the The Office of the University Counsel, the University’s Archives, the Records Management and Privacy Office and the Internal Audit department. 
  6. Maintaining and Amending Schedules: Approved schedules will be published and maintained on the University Archives’ web site. Future amendments will be conducted following the same process.