OAR 166-475-0100
This General Schedule is applicable to the Publications, Promotions & 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.
Alumni Records
OAR 166-475-0100(1)
This series documents 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; homecomingplans 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.
Retention: Permanent
Alumni
Association Board Records
OAR 166-475-0100(2)
This series documents 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.
Retention:
(a) Permanent for agendas, minutes, reports, and policy/historical
correspondence;
(b) 5 years for all other records
Alumni
Association Services Program Records
OAR 166-475-0100(3)
This series documents 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.
Retention: 5 years
Alumni
Mailing List Records
OAR 166-475-0100(4)
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.
Retention: Until superseded
Biographical
Records
OAR 166-475-0100(5)
This series contains 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.
Retention: Permanent
Class
Gift Records
OAR 166-475-0100(6)
This series provides a record of 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.
Retention: Permanent
Films,
Videotapes, and Sound Recordings
OAR 166-475-0100(7)
This series provides visual and/or aural documentation
of 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 videotapes; motion picture films; phonographic recordings (16, 33,
45, and 78 RPM formats); audio tapes (all formats); compact audio discs; and transcriptions when available.
NOTE: Contingencies should be made for transferring information to
a more stable medium.
Retention: Permanent
Fund-Raising
Records
OAR 166-475-0100(8)
This series documents 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.
Retention:
Record Copy: 6 years
Other copies: Until superseded
Hometown
Information Records
OAR 166-475-0100(9)
This series lists and identifies 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.
Retention: Until superseded or
obsolete
News
Release Records
OAR 166-475-0100(10)
This series documents 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.
Retention:
Record Copy:
(a) Permanent for releases pertaining to significant
events and policy matters and
(b) 10 years for routine releases
Other copies: 5 years
Ordering Records
OAR 166-475-0100(11)
This series documents 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.
Retention: Until request becomes inactive
Photographs
OAR 166-475-0100(12)
This series provides photographic documentation
of 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 fully identified photographs in print, negative,
and slide formats.
Retention: Permanent
Publications
Inventory Records
OAR 166-475-0100(13)
This series is used as a reference for 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.
Retention: 4 years after superceded
or obsolete
Publications
Records
OAR 166-475-0100(14)
This series includes 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.
Retention:
Record Copy:
(a) Permanent for final publications;
(b) 1 years for
all other records
Other copies: 2 years
Sample
Publications and Job Specification Records
OAR 166-475-0100(15)
This series is used to provide a record of
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.
Retention: 5 years
Scholarship
Reports
OAR 166-475-0100(16)
This series is used as a historical reference
on the 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.
Retention: Permanent
Unit/Institution/Organization
History Records
OAR 166-475-0100(17)
This series provides a record of 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.
Retention: Permanent
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
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