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Crisis Centre

GCIR-0700 Alumni: Communications

Description

Consists of communications for mass distribution to alumni. Includes form letters or messages, up-to-date contact database, template or mail merge documents, spreadsheets or lists of contacts. Includes messages created by affinity partners for UOIT’s approval. 

Record of communications with individual alumni are maintained as part of GCIR-0610 Alumni: Actions

Retention Trigger

End of calendar year

Retention

Trigger + 5 years

Responsible Unit(s)

External Relations

Source

 

Records System

Raiser's Edge; Shared Drive

Citations

 

Record Authority

VP External Relations

Disposition

Secure destruction

Records Arising from Activity

  • Newsletters
  • Form email messages
  • Contact database
  • Alumni office communication plans
  • Affinity partner messages approved by UOIT

Retention Rationale

Record that communication was send will be retained within each alumni’s action history. 5 years should allow the previous work to be referenced in the creation of new newsletters, communications and contact lists.

Personal Information

No

Vital Record

No

Protection

Medium