INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning publishing efforts by the Yale community. Specific topics
of interest include:
- Design and use of publishing materials;
- Relationship between publishing and mission of the unit/department;
- Policy, planning, and program developments;
- Associations
between/among the publication and other units and/or individuals at
Yale, and beyond; and
- The completed publication.
This schedule primarily
pertains to offices that produce journals, periodicals, online publications,
brochures, and works of a similar scale, and are not necessarily self-sustaining
publishing houses. The Yale University Press may need to consult other
functional schedules relative to its operations and administration.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Awards received by the publishing office
- Copyright records
- Correspondence between authors and editors
- Policies and procedures
- Publications (two copies from the unit publishing the publication)
- Subject files of staff responsible for directing publishing efforts
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Office of record
Yale's individual publishing offices maintain
record copy documentation of publishing at the university. Individual
offices that are not responsible for the creation of such published
works, but that maintain duplicates 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.)
- Contracts with authors, illustrators, etc.
- Financial (accounting and budgeting) records
- Production/reproduction
records, including requisitions, bills, printing samples, manuscript
clearances, and related documents
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Mailing lists
- Reader lists
- Records concerning the promotion of publications
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