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Schedule Number
AD1000
Primary Title
Communications and Marketing
Office of Primary Responsibility
UBCV: UBC Communications; all units
UBCO: Communications and Marketing; CMS; University Relations
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records of communications with internal and external stakeholders, across genres and formats including text (e.g. advertisements, website copy, promotional materials, press releases), events (e.g. public meetings, press conferences, interviews, videos), and audio-visual (e.g. photographs, illustrations, infographics, general branding).
Vital: No
PIB: No
Authority: BoG Policy GA4: Records Management
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Communications Protocols, Guidelines, Standards, Best Practice |
EV+5Y, SR EV= Date superseded or obsolete SR=Finalized policies and procedures to archives; drafts and supporting documents can be destroyed |
|
05 |
General |
CY+5Y, D |
|
10 |
Branding Assets Social media graphics, branding assets, boilerplate copy and go-bys, layouts, templates. |
EV+5Y, D EV=Date superseded or obsolete |
|
15 |
Internal Communications Projects |
EV+5Y, SR EV=Date project is complete SR=UA will selectively retain communication’s projects |
|
23 |
Marketing and Promotions |
CY+5Y, SR SR=UA will selectively retain finalized promotional materials such as: pamphlets, brochures, programs |
|
25 |
Multimedia Assets Events Management Multimedia Assets, captured video, captured photographs. |
EV+5Y, SR EV=Date superseded or obsolete SR=UA will selectively retain multimedia assets based on uniqueness and volume |
|
31 |
Publications |
CY +5Y, SR SR=Finalized published works, such as newsletters |
|
35 |
Social Media Management |
CY+5Y, SR SR=UA will selectively retain finalized Strategies, reports, and planning documents |
|
41 |
Website Management Secondary also includes website chatbot logs (rule-based chatbots, not generative AI).
|
CY+5Y, SR (all other website management) EV+90 days, D (chatbot logs) SR=UA will selectively retain finalized strategies, reports, and planning documents EV=Date of chat |
|
45 |
Issues |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year