04 Communications and Marketing Records Retention Schedule University of Portsmouth 2017

Transcription

1 04 Communications and Marketing Records Retention Schedule University of Portsmouth 2017 Contents 4.1. Surveys, Feedback, valuation Forms and Market Research vents and Training valuation Market Research Public Relations Media Relations Recruitment and Outreach Up for IT Club (historic ceased 2014) Alumni Relations Publications and Promotional Materials Corporate Identity Communications and Marketing Records Version Page 1 of 7

2 4.1. Surveys, Feedback, valuation Forms and Market Research Please note: For student feedback on courses and units - see Retention Schedule 02 Audit Records > Programme Quality, Monitoring & Review OWNING SHOULD B HISTORICAL Records relating to the design and conduct of the survey or feedback questionnaire survey / questionnaire 5 s Destroy JISC recommendation & local filing cabinet Individual responses Destroy JISC recommendation & VL Analysis of responses 5 s* Destroy *Or until completion of the next survey, if comparisons need to be made & VL Analysis of responses Staff Survey only 10 s Destroy Ad-hoc individual feedback comments or forms 1 Destroy NB: includes responses provided & VL vents and Training valuation OWNING SHOULD B HISTORICAL vent or training feedback and evaluation forms individual responses Destroy JISC recommendation DCQ Locked cabinet HR Google & IS Google Sheets, but may be shared with course presenters vent or training feedback and evaluation forms Analysis of responses 5 s* Destroy *Or until completion of the next survey, if comparisons need to be made DCQ & HR IS & DM (drafted in Google) HR Quotes and Stats on web pages 04 Communications and Marketing Records Version Page 2 of 7

3 Market Research OWNING SHOULD B HISTORICAL Market research data relating to identifiable individuals research Destroy JISC recommendation VL (Restricted Access) Market research data aggregated data and 5 s Destroy JISC recommendation & local filing cabinet 4.2. Public Relations FACULTIS HISTORICAL Public events and campaigns event / campaign 5 s Destroy To provide reference material for organising subsequent events L:drive Website & mails Details of individuals signed up to Marketo Individual s consent withdrawn* Destroy Data Protection Act 1998 & GR * or if consent is not explicitly renewed when requested, during periodic review of mailing lists Marketo n/a n/a Corporate sponsorship arrangements Termination of sponsorship 6 s Destroy JISC recommendation Limitation Act 1980 Records of donors and donations to the University nd of financial 6 s Destroy 04 Communications and Marketing Records Version Page 3 of 7

4 4.3. Media Relations Records of media contacts When superseded Destroy Stored by external supplier. Not UoP records HISTORICAL s releases significant events permanent Archive To preserve a historical record of the development of the University For example: opening of new buildings, major research projects L:drive website and issued to media s releases - other 5 s Destroy JISC recommendation L:drive website and issued to media Transcripts of media briefings and interviews 5 s Destroy JISC recommendation Monitoring and of media coverage of the University 5 s Destroy JISC recommendation L:drive s cuttings Paper 5 s Archive JISC recommendation This covers press cuttings which can be stored in printed form. Streaming media cannot currently be captured and, as it is provided by such a diverse number of organisations across the world, the University has no control over the length of time such items remain available. Hard copy in press office. lectronic copy on Gmail Since 2006 Archive 04 Communications and Marketing Records Version Page 4 of 7

5 4.4. Recruitment and Outreach SHOULD B HISTORICAL Programme of events event 5 s Destroy For example: talks; workshops; taster days; information days; summer schools Google Diary Google Diary Administration of events event 1 Destroy (LOT shared drive) Materials for events When superseded 1 Destroy (LOT shared drive) Holiday workshop attendees application 6 months Destroy Secondary School Children. Signed parental consent required Data also entered on HAT (see below) LOT paper filing & from 2015 LOT paper filing Personal details, only if consent is given for photograph in newsletter Student ambassadors 5 s* Destroy HR Protocol * Paperwork is disposed after 6 months???? Student ambassadors personal contact details 7 s Destroy Reference request details due to lack of access to HR system Details are archived once the student has graduated. Google Drive, S contacts within Google Drive?? Student ambassadors photographs 7 s Destroy Reference request details due to lack of access to HR system Google Drive Student mentors 1 Destroy New programme start mail (password), Locked file storage Mentees summer school selection form 1 Destroy New programme start Data also entered on HAT (see below) Google Drive Summer school attendees application 2 s Destroy Residential attendees. Signed parental consent required Data also entered on HAT (see below) DM System and locked file storage?? Data entered into Higher ducation Access Tracker (HAT) Date entered onto HAT database 7 s Delete Database managed by P. Data sharing agreement is in place HAT Database 04 Communications and Marketing Records Version Page 5 of 7

6 Up for IT Club (historic ceased 2014) HISTORICAL Membership records Termination of membership 6 s Destroy Records of volunteers Departure of volunteer 6 s Destroy 4.5. Alumni Relations Contact and course details of individual alumni When superseded Destroy NB: Alumni should be contacted periodically to update their contact details and check that they wish to continue to be contacted (last survey conducted to update details ) Virtual Server 007 HISTORICAL Virtual Server 007 Summarised / anonymised statistical data of alumni 10 s Destroy JISC recommendation Virtual Server 007 / N:drive (given directly to relevant staff) administration of alumni events event 1 Destroy JISC recommendation ventbrite & ventbrite 04 Communications and Marketing Records Version Page 6 of 7

7 4.6. Publications and Promotional Materials commissioning, design, editing, approval and production of publications and promotional materials University of Portsmouth Retention Schedule publication 1 Destroy Final versions publication 5 s Staff newsletter Communicator development and placing of advertisements Destroy or Archive Potential historical value permanent Archive Historical value NB: includes all University newsletters and magazines (except Communicator) Archive significant publications, such as: prospectuses, catalogues for exhibitions of student work, and promotional material for major events & Designers Server (Print Services) HISTORICAL Hard copies of job sheets & proofs lectronic PDFs University Archive lectronic & & Produced & distributed to internal and external audience depending on the job Produced & distributed to internal and external audience depending on the job 5 s Destroy Public Web protocols When superseded 1 Destroy Document Warehouse Corporate Identity SHOULD B HISTORICAL Guidelines When superseded 1 Destroy website and in print Logos and templates When superseded 1 Destroy & & Designers Server (Print Services) website development and design of logos and templates When superseded Destroy Hard copies of job sheets & proofs lectronic proofs on 04 Communications and Marketing Records Version Page 7 of 7