External and Public Relations

Records Retention Schedule for files relating to external and public relations.

External and public relations is made up of the following headings:

8.1 Public relations

Ref	Record group	Examples	Trigger	Retention	Citation	Notes
8.1.1	Complaints from members of the public, the internal handling of these complaints and the responses provided.		Last action on complaint.	1	JISC
8.1.2	Planning and impact/results of public events and official visits.		Completion of event.	3	JISC
8.1.3	Organisation and administration of public events and official visits.		Completion of event.	1	JISC

8.2 Media relations

Ref	Record group	Examples	Trigger	Retention	Citation	Notes
8.2.1	Media enquiries, the internal handling of these enquiries and responses provided.		Last action on enquiry.	3	JISC
8.2.2	Monitoring and analysis of media coverage of the institution.		Current.	5	JISC
8.2.3	Planning and organisation of media briefings and interviews.		Date of briefing.	1	JISC
8.2.4	Transcripts of media briefings and interviews.		Date of interview.	5	JISC
8.2.5	Press releases and cuttings.		Creation.	5 REVIEW	UCL

8.3 Marketing

Ref	Record group	Examples	Trigger	Retention	Citation	Notes
8.3.1	Records documenting the design of the institution's corporate identity marks (logos etc.) and the development of style guides for use of these.		Superseded.	0	JISC
8.3.2	Development, placement and impact of advertisements.		Superseded.	5	JISC
8.3.3	Design, implementation and review of marketing campaigns.		Completion of campaign.	5	UCL

8.4 Alumni relations and fundraising

Ref	Record group	Examples	Trigger	Retention	Citation	Notes
8.4.1	Records containing personal data on alumni, donors, volunteers and prospects.		While the relationship is active or the data is required under statutory obligation (e.g. Donations records will be kept for a minimum of 6 years and until the relationship with the constituent is no longer active).	0	JISC	All contact with Alumni should be referred to OVPA for guidance.

List of citations

UK and EU statutory guidance

JISC: Model records retention schedule 2019.