| Activity | OP1100 Advancement Management |
| Records Series | 33 - Advancement Events |
| OPR | Department/Unit |
| Description | Records documenting the planning and administration of events for the purpose of advancement, including Homecoming and reunions, alumni branches and chapters events, alumni education and travel, donor stewardship/recognition events, gift announcements, dedications, tributes, building/room opening events, and other alumni engagement, donor cultivation and students events. |
| Retention Trigger | FY |
| Total Retention | 5 years |
| Final Action | DP/AR |
| Disposition Plan | Invitation, event program, publicity materials (e.g. brochures, posters, annual travel catalogue), selected photographs, post-event reports to be transferred to Archives; the rest of the material used for planning and administration of the event to be reviewed for destruction annually. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | No |
| Vital Records |
This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous Overwrite
- CY = End of Calendar Year
- D = Destroy / Delete
- DP = Special Disposition Plan
- FY = End of Fiscal Year
- OPR = Office of Primary Responsibility
- PIB = Personal Information Bank
Printed on Wednesday, Mar 12 2025