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Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

Public Relations

10-1         News Releases File

Description:         

Master copy of university news releases. 

Disposition:            

Retain in office two (2) years, then transfer to the Institutional Archives for permanent preservation.

  

 

10-2         Advertisements File

Description:         

Records concerning advertisements for university or university programs.  File may include correspondence, marketing research, surveys, studies, master  copies  of  advertisements,  billing  information  and  related information.

Disposition:            

Retain in office.  Destroy contracts two (2) years after expiration provided no legal action is pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.  Destroy accounting records when five (5) years old provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.   Transfer remaining materials  when  five  (5)  years  old  to  the  Institutional  Archives,  with authority to weed, for permanent preservation.

Language Correction April 15, 1987

 

 

10-3         Photographs File

Description:           

Photographs of university and university related matters, individuals, or locations. 

Disposition:            

Retain in office five (5) years, then transfer to the Institutional Archives, with authority to weed, for permanent preservation.

 

 

10-4         Clippings File

Description:         

News clippings concerning university and related matters. 

Disposition:            

Retain in office until no longer required for administrative purposes, then destroy.

 

10-5         History File 

Description:         

Records concerning the history of the university. 

Disposition:         

Retain in office five (5) years, then transfer to the Institutional Archives, with authority to weed, for permanent preservation.

 

 

 

10-6         Public Relations File

Description:         

File consists of copies of news releases and clippings, cassette recordings of broadcast announcements, and any other public relations materials. 

Disposition:         

Retain in office until no longer required for administrative purposes, then transfer all items except those defined as state publications by 65 O.S. 3-

113.2  to the Institutional Archives, with authority to weed, for permanent preservation.

Amended April 16, 2009