University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

FUNCTIONAL SECTIONS: PUBLICATIONS, PROMOTIONS AND ALUMNI RECORDS

166-475-0100

This General Schedule is applicable to Publications, Promotions and 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.

List of Series

 

1. Alumni Records

Records document 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 Association
Retention: Permanent

2. Alumni Association Board Records

Records document 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 Association
Retention: (a) Permanent for agendas, minutes, reports, and policy/historical correspondence; (b) 5 years for all other records, destroy.

Transfer the permanent records to the University Archives after 5 years.

3. Alumni Association Services Program Records

Records document 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 Association
Retention: 5 years, destroy.

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 Association
Retention: Until superseded or obsolete, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

5. Biographical Records

Records document 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 Unit, University Archives
Retention: Permanent

Transfer records to the University Archives when no longer needed.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

6. Class Gift Records

Records document 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 Association
Retention: Permanent

Annually transfer the updated gift list and new gift histories to the University Archives.

7. Films, Videotapes, and Sound Recordings

Records document 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 audio/video records. NOTE: Contingencies must be made for transferring information to a more stable medium.

Record Copy: Creating Unit, University Archives
Retention: Permanent

Transfer final productions to the University Archives after 5 years.

8. Fund-Raising Records

Records document 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
Retention: 6 years, destroy.

Other Copies: Units
Retention: Until superseded or obsolete, destroy.

9. Hometown Information Records

Records document 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: Communications Office
Retention: Until superseded or obsolete, destroy.

10. News Release Records

Press Release Records Records document 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 Unit
Retention: (a) Permanent for releases pertaining to significant events and policy matters; (b) 10 years for routine releases, destroy.

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, destroy.

11. Ordering Records

Publications Ordering Records Records document 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, destroy.

12. Photographs

Records document 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 photographs in print, negative, and slide formats.

Record Copy: Units, University Archives
Retention: (a) Permanent for institutionally accepted pictures documenting historic events and people; b) until obsolete for all others, destroy

Transfer records to the University Archives after 5 years.

13. Publications Inventory Records

Records document 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, University Publications
Retention: 4 years after superseded or obsolete, destroy.

14. Publications Records

Records document 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, University Archives
Retention: (a) Permanent for final publications; (b) 1 year for all other records, destroy.

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, destroy.

15. Sample Publications and Job Specification Records

Records document 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, destroy.

16. Scholarship Reports

Records document 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: Units
Retention: Permanent

17. Unit/Institution/Organization History Records

Histories Records document 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: Units, University Archives
Retention: Permanent

Transfer records to the University Archives after 10 years.

University of Oregon Libraries
1501 Kincaid Street Eugene, OR
97403-1299
T: (541) 346-3053
F: (541) 346-3485
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