Oct 2, 2020 10:15 am
ActivityOP1100 Advancement Management
Records Series

33 - Advancement Events

DescriptionRecords 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 TriggerFY
Total Retention 5 years
Final ActionDP/AR
Disposition PlanInvitation, 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.
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.


  • 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, May 22 2024