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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 the promotion and the dissemination of information about the
university and its activities, projects, programs, and affiliated individuals.
Specific topics of interest include:
- Communication about activities, goals, and objectives;
- Promotion of
university programs, divisions, projects, events, positions, individuals
and athletics;
- Messages conveyed
and the kinds of audiences targeted in marketing and advertising campaigns;
and
- How and why marketing
and advertising campaigns are undertaken as well as how and why certain
aspects are emphasized over others.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Articles about Yale-related activities, events, projects, programs, and individuals
- Biographical information about Yale-affiliated individuals
- Clippings concerning Yale-related activities, projects, programs, and individuals
- Correspondence
that provides directives for activities relating to promotion and information
dissemination
- Examples of advertisements submitted to other publishing venues
- Films and videos of activities and events associated with Yale
- Histories about projects, programs, and events associated with Yale
- Interviews with Yale-affiliated individuals
- Major speeches and statements about Yale or delivered at Yale
- Meeting minutes
and supporting materials related to promotional, marketing, and advertising
campaigns
- Photographs and slides of activities, events, or individuals associated with Yale
- Policies and procedures for promotion and information dissemination
- Press releases concerning Yale activities, events, projects, programs, and individuals
- Topical files
of the directors of the Office of Public Affairs and the Office of Institutional
Research
- Publications
produced to promote or provide information about the unit � e.g., brochures,
books, posters, etc. (2 copies)
- Reports and analyses of events, trends, and issues associated with Yale
- Scrapbooks documenting Yale activities, events, projects, programs, and individuals
- Statistics about the university
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Office of record
The Office of Public Affairs and the Office
of Institutional Research maintain the record copy of documentation
relating to promotion and information dissemination. Other university
units may hold the record copy of certain unique materials that they
produce. 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.)
- Job specification
records used in setting up publications for printing. Includes
description, specifications, records documenting costs of production,
artwork, changes to publications, samples, and related documentation
and correspondence.
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Drafts and working papers
- Extra copies of publications
- Publications
from other sources. If an advertisement is within a publication,
it is sufficient to preserve an example of the advertisement with a
list of the places in which it was published. However, non-Yale
publications in their entirety are transitory.
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