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GCIR-0700 Alumni: Communications

Description

Consists of communications for mass distribution to alumni. Includes form letters or messages, up-to-date contact database, template or mail merge documents, spreadsheets or lists of contacts. Includes messages created by affinity partners for the University’s approval. 

Record of communications with individual alumni are maintained as part of GCIR-0610 Alumni: Actions

Retention Trigger

 End of calendar year

Retention

 Trigger + 5 years

Responsible Unit(s)

 External Relations

Source

  

Records System

 Raiser's Edge; Shared Drive

Citations

  

Record Authority

 VP External Relations

Disposition

 Secure destruction

Records Arising from Activity
  • Newsletters
  • Form email messages
  • Contact database
  • Alumni office communication plans
  • Affinity partner messages approved by the University

Retention Rationale

 Record that communication was send will be retained within each alumni’s action history. 5 years should allow the previous work to be referenced in the creation of new newsletters, communications and contact lists.

Personal Information

 No

Vital Record

 No

Protection

 Medium