Relations Management | Records Retention | BYU-Idaho

# Relations Management

This function pertains to the public and internal relations of University offices, including alumni relations. The Alumni Office keeps permanent records of alumni digitally, as necessary.

Records associated with the University's advertising/marketing, or marketing for offices or departments. Records may include those generated for advertising campaigns on any media. 
 
Submit one record copy of finalized campaign material to Special Collections; destroy remaining records. 
 
Inactive 
 
0 years 
 
Permanent Holdings

Records of the passing of Ricks College/BYU-Idaho alumni. Records may include news clippings, biographical sketches, or other information about alumni. 
 
Obituaries are gathered and kept by the Alumni office then transferred to Special Collections at the end of each year. Obituaries are then digitized. 
 
End of Calendar Year 
 
0 
 
Permanent Holdings

Records associated with the implementation of programs administered by the office such as those relating to marketing products, outreach, ambassadors and mentors, and networking. Records may include promotional materials concerning annual gatherings, agreements, and related documentation and correspondence. 
 
Inactive 
 
3 years 
 
Destroy

Records associated with the activities of an institution or department's alumni and may also provide alumni offices with information on alumni. Records may include memberships lists with names, addresses, employer names and addresses, and positions; minutes, by-laws and directories of council throughout the United States; 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, memorandum, and related correspondence concerning general alumni affairs. 
 
Retain record copy of minutes, reports, and policy/historical correspondence; destroy all other records. The Alumni Office retains many of the records listed here long-term digitally. 
 
Superseded 
 
3 years 
 
Destroy (see above)

Records associated with campus events and activities. Records may include materials on planning and arrangements, reports, promotional and publicity materials, press releases and news clippings, photographs, video recordings, presentation materials and handouts, schedules of speakers and activities, registration and attendance lists, participant evaluations, and related documentation and correspondence. 
 
Transfer the record copy of reports, promotional and publicity materials, press releases, and photographs that match established criteria listed here and in the Permanent Library Holdings Policy to Special Collections; destroy remaining records. 
 
Completion of Activity 
 
3 years 
 
Destroy

Records associated with managing the University's public relations. Records may include policy letters, approved statements, briefings, clippings, and other media projects. 
 
Superseded 
 
0 years 
 
Permanent Holdings

Records associated with University-created exhibitions and exhibitions within departments. Records may include planning, design, and research records. 
 
Retain in office or only official publications associated with the exhibit. 
 
Completion of Event 
 
3 years 
 
Destroy

Records document institutional activities and events including 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 audio/video records. 
 
Transfer final productions to Special Collections; destroy remaining records. Contingencies must be made for transferring information to a stable medium as needed. 
 
Obsolete 
 
5 years 
 
Permanent Holdings

Records associated with campus, college, and unit events and activities for members of the institution and unit. Records may include materials on planning and arrangements, reports, promotional and publicity materials, photographs, video recordings, presentation materials and handouts, schedules of speakers and activities, registration and attendance lists, participant evaluations, and related documentation and correspondence. 
 
See Transfer Guidelines for Records of Students, Faculty, and Staff Organizations for determining transfer of records to Special Collections. Destroy remaining records. 
 
Completion of Activity 
 
3 years 
 
Permanent Holdings

Records associated with the university's and departments' market research. Records may include surveys, demographic information, studies of prior media campaigns, reports, and other media tracking records. 
 
Transfer record copy of completed reports to Special Collections; destroy remaining records. 
 
End of Calendar Year 
 
10 years 
 
Destroy

Records associated with the whereabouts of alumni for information request and mailing purposes. Records may include mailing lists and related documentation and correspondence. 
 
Record copy held with the Alumni office. 
 
Superseded 
 
0 years 
 
Destroy

Records associated with 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. 
 
Record copy held with the creating unit, most often University Communications. Transfer the record copy of news releases pertaining to significant events and policy matters to Special Collections; destroy routine releases. 
 
Inactive 
 
10 years 
 
Permanent Holdings

Records associated with awards granted individuals and organizations when they competed or represented the University. Records may include certificates, plaques, trophies, and related documents and correspondence. 
 
Artifacts and trophies should be kept in the office wherein the award was given. Special Collections will take listings of the individual, organization, society, or club and corresponding awards, but cannot take trophies, plaques, and other award items. Offices should retain those items as space and need dictate. 
 
Completion of Event 
 
0 
 
Retain in Office

Records document institution activities, events, students, faculty, and staff with significant relevance to either the institution's or individual unit's function and mission. Records may be used for student recruitment and orientation, fund-raising, publicity, publications, research, or teaching. This series includes photographs in print, negative, and slide formats. 
 
Retain in office institutionally accepted pictures documenting historic events and people; destroy all others. Only a selection of photographs should be transferred to Special Collections; Review the Permanent Library Holdings Policy prior to transfer. 
 
Obsolete 
 
0 years

Records associated with the historical development of the institution, units within the institution, and organizations associated with the institution. Records may include newsletters, yearbooks, scrapbooks, newspaper clippings, photographs, historical sketches, publications, statistics, ephemera, and related documentation and correspondence. 
 
See Transfer Guidelines for Records of Students, Faculty, and Staff Organizations for determining transfer of records to Special Collections. Destroy remaining records. 
 
Inactive 
 
10 years 
 
Permanent Holdings