Records Management - University Records Retention Schedule


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Records Retention Schedule - Alumni Relations Management
Ref
Description
Retention
Citation
Action
Official Copy Holder
12
ALUMNI RELATIONS MANAGEMENT
Maintaining & fostering relationships with former alumni (usually carried out by DARO).

For dealing with individual former students (e.g. for confirmation of awards), use the appropriate section of 3 Student Administration.

For fundraising activities targeted at alumni, use the appropriate section of 13 Fundraising.

           
12.6
Alumni Data Administration
       
  Records with personal data on individual alumni While current Must comply with the provisions of 1998 c.29

Review for archival value  
  Summary (anonymised) statistical records of alumni Current year +10 years JISC guidance Archive  
           
12.7
Alumni Communication Management
       
  Records of the design, planning & production of official alumni communications Issue of communication +1 year JISC guidance Destroy  
  Alumni communications Issue +1 year JISC guidance Archive  
  Enquiries from alumni & responses provided Last action on enquiry +1 year Internal guidance Archive  
  Records of unsolicited feedback from alumni, the internal handling of the feedback & the responses provided Last action on feedback +1 year Internal guidance Archive  
  Records of the design & conduct of alumni surveys Completion of survey +3 years JISC guidance Archive  
  Results of alumni surveys: individual responses Completion of analysis of survey responses JISC guidance Destroy  
  Results of alumni surveys: summaries & analyses of responses Completion of survey +3 years JISC guidance Archive  
  Records of complaints from alumni, the internal handling of these complaints & the responses provided Last action on the complaint +6 years Internal guidance Archive  
           
12.8
Alumni Relations Event Management
       
  Records of the planning & impact/results of institutional events for alumni Completion of event +3 years JISC guidance Archive  
  Records of the organisation & administration of institutional events for alumni Completion of event +1 year JISC guidance Destroy  
  Records of the administration of financial & other support to _ndividual alumni organisations Current financial year +1 year JISC guidance Destroy  
           
12.9
Alumni Support
       
  Records of requests from alumni associations for financial & other support, the internal handling of these requests & the responses provided Last action on request +1 year JISC guidance Destroy  
  Records of the administration of financial & other support to alumni organisations Current financial year +1 year JISC guidance Destroy  
  Records of requests for contact details for alumni, action taken & the responses provided Last action on request +1 year JISC guidance Destroy