General Record Category Type of Record Retention Period OAR #
Alumni Records Membership lists with names, addresses, employer names and addresses, and positions Permanent 166-475-0100(1)
Alumni Records Minutes Permanent 166-475-0100(1)
Alumni Records By-laws and directories of clubs in many Oregon communities and several major cities throughout the United States Permanent 166-475-0100(1)
Alumni Records Promotional materials concerning annual gatherings Permanent 166-475-0100(1)
Alumni Records Homecoming plans and programs Permanent 166-475-0100(1)
Alumni Records Data cards and files for individual alumni Permanent 166-475-0100(1)
Alumni Records Degree recipient lists Permanent 166-475-0100(1)
Alumni Records Outstanding alumni lists Permanent 166-475-0100(1)
Alumni Records Student leader lists Permanent 166-475-0100(1)
Alumni Records Class officer lists Permanent 166-475-0100(1)
Alumni Records Foreign student rosters Permanent 166-475-0100(1)
Alumni Records International alumni club records Permanent 166-475-0100(1)
Alumni Records Notes, memoranda, and related correspondence concerning general alumni affairs Permanent 166-475-0100(1)
Alumni Association Board Records Agendas, minutes, reports, policy/historical correspondence Permanent 166-475-0100(2)
Alumni Association Board Records Notes, working papers and related documentation and correspondence 5 years 166-475-0100(2)
Alumni Association Service Program Records Agreements; dues information; postal information; related documentation and correspondence 5 years 166-475-0100(3)
Alumni Mailing List Records Mailing lists and related documentation and correspondence Until superseded or obsolete 166-475-0100(4)
Biographical Records Biographical sketches developed by the office of employment, the individuals concerned, or other sources Permanent 166-475-0100(5)
Biographical Records Vitae; photographs; personal history data sheets; newspaper clippings; retirement notices; funeral notices; funeral program; and obituaries Permanent 166-475-0100(5)
Class Gift Records Gift lists; gift histories; record of gift placement arrangements Permanent 166-475-0100(6)
Class Gift Records Related documentation and correspondence Permanent 166-475-0100(6)
Films, Videotapes, and Sound Recordings Records Document institutional activities and events including intercollegiate athletics, students, faculty, and staff with significant relevance to either the institution's or individual unit's function and mission. These productions may have been created for recruitment and orientation, fund-raising, publicity, research, or teaching. This series may include but is not limited to identified and labeled audio/video records Permanent 166-475-0100(7)
Fund-Raising Records Requests for fund-raising 6 years 166-475-0100(8)
Fund-Raising Records Individual benefactors and prospective donor files 6 years 166-475-0100(8)
Fund-Raising Records Public Relations Records 6 years 166-475-0100(8)
Fund-Raising Records Event planning and arrangement records 6 years 166-475-0100(8)
Fund-Raising Records Gift history reports 6 years 166-475-0100(8)
Fund-Raising Records Background on previous donations 6 years 166-475-0100(8)
Fund-Raising Records Pledges  6 years 166-475-0100(8)
Fund-Raising Records Related documentation and correspondence 6 years 166-475-0100(8)
Hometown Information Records Oregon town and county names that refer to the serving newspaper Until superseded or obsolete 166-475-0100(9)
Hometown Information Records Brief descriptions of scholarship awards offered on this campus Until superseded or obsolete 166-475-0100(9)
Hometown Information Records All state high schools by town, county, and phone number Until superseded or obsolete 166-475-0100(9)
News Release Records Source of the information; title; byline; activity location and dates; specified time of release Permanent for releases pertaining to significant events and policy matters; 10 years for routine releases 166-475-0100(10)
Ordering Records Standing order cards or lists indicating the name and address of the requestor Until request becomes inactive 166-475-0100(11)
Ordering Records Book titles Until request becomes inactive 166-475-0100(11)
Ordering Records Transaction date Until request becomes inactive 166-475-0100(11)
Ordering Records Invoice number Until request becomes inactive 166-475-0100(11)
Ordering Records Related documentation and correspondence Until request becomes inactive 166-475-0100(11)
Photographs Records Photographs in print, negative, and slide format Permanent 166-475-0100(12)
Publications Inventory Records Publication title; date of publication and retail cost 4 years after superseded or obsolete 166-475-0100(13)
Publications Records Working papers; mock-ups; drafts 1 year 166-475-0100(14)
Publications Records Final publications Permanent 166-475-0100(14)
Sample Publications and Job Specification Records Job cards indicating description, specifications, and dollar cost of production 5 years 166-475-0100(15)
Sample Publications and Job Specification Records Art work including drawings, maps, and blueprints 5 years 166-475-0100(15)
Sample Publications and Job Specification Records Samples of changes made to publications 5 years 166-475-0100(15)
Sample Publications and Job Specification Records Completed publications 5 years 166-475-0100(15)
Sample Publications and Job Specification Records Related documentation and correspondence 5 years 166-475-0100(15)
Scholarship Reports Records Names of recipients Permanent 166-475-0100(16)
Scholarship Reports Records When they received the scholarships Permanent 166-475-0100(16)
Scholarship Reports Records Names of the scholarships Permanent 166-475-0100(16)
Scholarship Reports Records Dollar value of scholarships Permanent 166-475-0100(16)
Scholarship Reports Records Years recipients entered and graduated Permanent 166-475-0100(16)
Scholarship Reports Records Related correspondence and documents Permanent 166-475-0100(16)
Unit/Institution/Organization History Records Newspaper clippings; photographs; published and unpublished historical sketches; publications; statistics; ephemera; and related documentation and correspondence Permanent 166-475-0100(17)