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INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning development. Specific topics of interest include:
- Policy development and planning for development activities;
- Methods and strategies of development;
- Individuals and organizations targeted for development;
- Participation of executive management in development;
- Results of development initiatives; and
- Organization and workflow of units that engage in development activities.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Analyses, studies, and research reports relating to development
- Correspondence that provides directives for development activities
- Final reports from development offices and summaries of their activities
- Gift and donation
records, including agreements, letters of transmittal, bequest instruments
and wills, account establishment documentation, and any restrictions,
conditions, or terms for the gift or donation
- Major donor records,
including profiles, giving histories, correspondence, clippings, and
related documentation
- Meeting minutes and supporting materials for committees that do development work
- Policies and procedures for development activities
- Program administration records of capital campaigns
- Publications and other publicity materials (2 copies)
- Topical files of the vice president of development and directors of development offices
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Office of record
The Office of Development, Provost's Office, and development directors
in Yale College, the Graduate School, and the professional schools
maintain the record copy of documentation about development.
Individual units that are not responsible for the creation of such
records, but that maintain duplicates of such works or related materials,
should destroy these files after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Minor donor records,
including profiles, giving histories, correspondence, clippings, and
related documentation
- Routine pledge and payment documentation
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Event planning and arrangement records
- Form letters
- Prospective donor
records, including profiles, correspondence, clippings, and related
documentation
- Records concerning individuals and organizations not to solicit
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