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Records Management

AD Administration

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

AD-01

Policies and Procedures

Records related to the development and description of policies and procedures intended to ensure compliance with internal requirements as well as requirements contained in governmental regulations

 Policies and Procedures | Procedure and Compliance Manuals | Codes of Conduct (Academic and Institutional)| Handbooks | Records Retention Schedules

Superseded + 7 years

Selective retention by archives

TBD (Shared)

N

AD-02

Correspondence - Routine

Outgoing and incoming correspondence, including internal memoranda and email, dealing with routine administrative matters

Department Correspondence | Internal Memoranda | Email |

5 years

Selective retention by archives

TBD

Y

AD-03

Committee Meeting Minutes

Records related to proceedings of all committee meetings

Committee Meetings

Permanent

Permanent retention

TBD

Y

AD-04

Staff Meeting Minutes

Records related to proceedings of all staff and departmental meetings

Staff Meetings

3 years

Destruction

TBD

Y