This General Schedule is applicable to the Publications, Promotions
& Alumni Records of the Oregon University System. Retention
periods apply to the record copy of all public records, regardless
of medium or physical format, created or stored by the above specified
agencies. Please note the exceptions to this General Schedule
listed in OAR
166-030-0026 before
disposing of records.
(1) Alumni Records
(2) Alumni Association Board Records
(3) Alumni Association Services Program Records
(4) Alumni Mailing List Records
(5) Biographical Records
(6) Class Gift Records
(7) Films, Videotapes, and Sound Recordings
(8) Fund-Raising Records
(9) Hometown Information Records
(10) News Release Records
(11) Ordering Records
(12) Photographs
(13) Publications Inventory Records
(14) Publications Records
(15) Sample Publications and Job Specification Records
(16) Scholarship Reports
(17) Unit/Institution/Organization History Records
(1) Alumni Records
This series documents the activities of an institution or department's
alumni and may also provide alumni offices with information on
alumni. Records may be used: to create a network of support from
alumni, primarily through organized alumni groups; to track alumni;
to monitor their achievements, activities, and recognitions; to
create statistics; to reply to information requests; and to provide
information on the accomplishments of previous students. This
series may include but is not limited to: memberships lists with
names, addresses, employer names and addresses, and positions;
minutes, by-laws and directories of clubs in many Oregon communities
and several major cities throughout the United States; promotional
materials concerning annual gatherings; homecoming plans and programs;
data cards and files for individual alumni; degree recipient lists;
outstanding alumni lists; student leader lists; class officer
lists; foreign student rosters; international alumni club records;
and notes, memoranda, and related correspondence concerning general
alumni affairs.
Record Copy: Alumni Relations
Retention: Permanent
(2) Alumni Association Board
Records
This series documents the activities of the alumni association
board of directors. The board is responsible for promoting the
interests and ideals of the institution; stimulating and encouraging
school pride in students, graduates, and former students; and
developing a sense of responsibility for continued progress in
educational programs for the institution. This series may include
but is not limited to: agendas; minutes; reports; notes; working
papers; and related documentation and correspondence.
Record Copy: Alumni Relations
Retention: Permanent for agendas, minutes, reports, and
policy/historical correspondence; 5 years for all other records
Transfer the permanent records to the University Archives after
5 years.
(3) Alumni Association Services
Program Records
This series documents the implementation of programs administered
by the office such as those relating to marketing products, credit
cards; insurance, and football tickets. This series may include
but is not limited to: agreements; dues information; postal information;
and related documentation and correspondence.
Record Copy: Alumni Relations
Retention: 5 years
(4) Alumni Mailing List
Records
This series provides a record of the whereabouts of alumni for
information request and mailing purposes. This series includes
mailing lists and related documentation and correspondence.
Record Copy: Alumni Relations
Retention: Until superseded or obsolete
 CONFIDENTIAL DESTRUCTION: Non-permanent
records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(5) Biographical Records
This series contains biographical data for institutional faculty
and staff. The records are used for public information releases
and reference by the institutional staff to provide responses
to inquiries. This series may include but is not limited to: biographical
sketches developed by the office of employment, the individuals
concerned, or other sources; vitae; photographs; personal history
data sheets; newspaper clippings; retirement notices; funeral
programs; and obituaries.
Record Copy: Creating units
Retention: Permanent
Transfer records to the University Archives when no longer
needed.
|
CONFIDENTIAL DESTRUCTION: Non-permanent
records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(6) Class Gift Records
This series provides a record of gifts given to the institution
by senior classes. This series may include but is not limited
to: gift lists; gift histories; a record of gift placement arrangements;
and related documentation and correspondence.
Record Copy: Alumni Relations
Retention: Permanent
Annually transfer the updated gift list and new gift histories
to the University Archives.
(7) Films, Videotapes, and
Sound Recordings
This series provides visual and/or aural documentation of institutional
activities and events including intercollegiate athletics, students,
faculty, and staff with significant relevance to either the institution's
or individual unit's function and mission. These productions may
have been created for recruitment and orientation, fund-raising,
publicity, research, or teaching. This series may include but
is not limited to: identified and labeled videotapes; motion picture
films; phonographic recordings (16, 33, 45, and 78 RPM formats);
audio tapes (all formats); compact audio discs; and transcriptions
when available. NOTE: Contingencies should be made for transferring
information to a more stable medium.
Record Copy: Creating units
Retention: Permanent
Transfer final productions to the University Archives after
5 years.
(8) Fund-Raising Records
This series documents institutional efforts to raise funds to
support program functions and facilities. This series may include
but is not limited to: requests for fund-raising; individual benefactors
and prospective donors files; public relations records; event
planning and arrangement records; gift history reports; background
on previous donations; pledges; and related
documentation and correspondence.
Record Copy: Development Office, Units
Retention: 6 years
Other copies: Units
Retention: Until superseded
(9) Hometown Information
Records
This series lists and identifies newspapers published in Oregon
and is used to promote the institution. It is arranged alphabetically
by town name and county and refers to the appropriate newspaper
and its location. This series includes: Oregon town and county
names that refer to the serving newspaper; brief descriptions
of scholarship awards offered on this campus; and all state high
schools by town, county, and phone number.
Record Copy: News & Communication Services
Retention: Until superseded or obsolete
(10) News Release Records
This series documents newsworthy events of the institution. This
series may include but is not limited to news releases issued
by institution news and communications units arranged by topic
and/or date of issue. The news releases may contain but are not
limited to: the source of the information; title; byline; activity
location and dates; and specified time of release.
Record Copy: Creating Units
Retention: Permanent for releases pertaining to significant
events and policy matters; 10 years for routine releases
Transfer the record copy of news releases pertaining to significant
events and policy matters to the University Archives after 10
years.
Other copies: Receiving units
Retention: 5 years
(11) Ordering Records
This series documents continuing requests for publications produced
by an office. This series may include but is not limited to: standing
order cards or lists indicating the name and address of the requestor;
book titles; transaction date; invoice number; and related documentation
and correspondence.
Record Copy: Units
Retention: Until request becomes inactive
(12) Photographs
This series provides photographic documentation of institution
activities, events, students, faculty, and staff with significant
relevance to either the institution's or individual unit's function
and mission. It may be used for student recruitment and orientation,
fund-raising, publicity, publications, research, or teaching.
This series includes fully identified photographs in
print, negative, and slide formats.
Record Copy: Creating Units
Retention: Permanent
Transfer records to the University Archives after 5
years.
(13) Publications Inventory
Records
This series is used as a reference for publications in stock in
an office. This series may include but is not limited to cards
and lists. The information may include but is not limited to:
publication title; date of publication; and retail cost.
Record Copy: Units
Retention: 4 years after superceded or obsolete
(14) Publications Records
This series includes publications produced by individual institution
offices. It may be used to document the activities of the office,
for educational purposes and/or for informational purposes. Types
of publications may include but are not limited to: catalogs;
books; magazines; newsletters; handbooks; yearbooks; directories;
brochures; pamphlets; media guides; guidebooks; proceedings; programs;
and flyers. Series may include but is not limited to: working
papers; mock-ups; drafts; and final publications.
Record Copy: Creating units
Retention: Permanent for final publications; 1 years for
all other records
Transfer a copy of each publication to the University Archives
upon completion; this copy will serve as the record copy
for the university.
Other copies: Receiving units
Retention: 2 years
(15) Sample Publications
and Job Specification Records
This series is used to provide a record of specifications used
in setting up publications for printing by the institution's publications
office. This series may include but is not limited to: job cards
indicating description, specifications, and dollar cost of production;
art work including drawings, maps, and blueprints; samples of
changes made to publications; completed publications; and related
documentation and correspondence.
Record Copy: University Publications
Retention: 5 years
 NOTE: Before disposing
of completed publications, please check with the University Archives. |
(16) Scholarship Reports
This series is used as a historical reference on the recipients
of scholarships in colleges or departments. These records may
include: information regarding the names of recipients; when they
received the scholarships; names of scholarships; dollar value
of scholarships; years recipients entered and graduated; and related
correspondence and documentation.
Record Copy: Colleges, Units
Retention: Permanent
(17) Unit/Institution/Organization
History Records
This series provides a record of the historical development of
the institution; units within the institution; and organizations
associated with the institution, such as honor societies, fraternities
and sororities, and student/faculty/staff clubs. This series may
include but is not limited to: newspaper clippings; photographs;
published and unpublished historical sketches; publications; statistics;
ephemera; and related documentation and correspondence.
Record Copy: Colleges, Units
Retention: Permanent
Transfer records to the University Archives after 10
years.