Alumni Events

Programs, invitations, and informational material resulting from alumni office or club
events such as reunions

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni Relations

Permanent for the event program and an attendance list. Transitory material may be weeded out

Transfer permanent materials (binders) to the Archives; transitory material can be destroyed
Unofficial
Copy
Other departmentsUntil no longer neededGeneral destruction

Reference: Tufts, Yale
Effective date: December 5, 2005
Updated: June 23, 2010

 Alumni Memorabilia

May include newspaper clippings; published and unpublished historical sketches;
publications; ephemera; and related documentation and correspondence.

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsMay be permanent-
case by case basis;
consult archivist
Transfer to archives if deemed valuable
Unofficial
Copy
Other departmentsConsult ArchivistTransfer to archives if deemed valuable

Reference: Tufts University
Effective date: December 5, 2005
Updated: June 23, 2010

Alumni Statistics

Aggregate data and analyses of alumni and individual classes

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsPermanentTransfer to archives when no longer needed.
Unofficial
Copy
N/Axxxxxx

Effective date: December 5, 2010
Updated: June 23, 2010

Alumni Surveys

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsPermanentTransfer to archives when no longer needed
Unofficial
Copy
Other departmentsKeep as neededConfidential destruction

Notes: Restricted access
Effective date: December 5, 2010
Updated: June 23, 2010

Committee Minutes

For alumni committees, alumni clubs etc., ex. Alumni Council

 Record HolderRetention PeriodDisposition
Official
Copy
Administering department(Alumni)PermanentTransfer to archives
Unofficial
Copy
N/A  

References: Tufts, Yale
Notes: Restricted access
Effective date: December 5, 2010
Updated: June 23, 2010

Correspondence, Administrative

Significant correspondence concerning program development, implementation and other
major decisions involving Alumni Relations

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsPermanent - transferred to Development filesTransfer to archives when no longer needed
Unofficial
Copy
Other departmentsUntil no longer neededConfidential destruction

References: Tufts, Yale
Notes: Restricted access
Effective date: December 5, 2010
Updated: June 23, 2010

Correspondence Ephemeral

Series documents communications received or sent which do not contain significant information about an institution's programs  Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature. Also may include correspondence regarding scheduling, informational requests via mail or internet

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsUntil no longer neededConfidential destruction
Unofficial
Copy
Other departmentsAs neededConfidential destruction

Reference: Oregon State University
Effective date: December 5, 2010
Updated: June 23, 2010

Photographs

Photos taken at Alumni events

 Record HolderRetention PeriodDisposition
Official
Copy
Alumni RelationsPermanentTransfer print or digitall to archives
Unofficial
Copy
N/A  

Effective date: June 23, 2010

 

2016-06-22

 


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