General Disposal Authority 8 - General Administration: Public Affairs

General Administration: Public Affairs

No

Function/Activity

Description

Decision/Disposal Action

1.0.0

PUBLIC AFFAIRS

The function of establishing rapport with the community and raising and maintaining the organisation's broad public profile.

 

1.1.0

Addresses (presentations)

See General Disposal Authority 4: General Administration: Corporate Administration, Conferences 1.3.0 for addresses presented at conferences

 

1.1.1

 

Transcripts of speeches made by the President, senior members of the academic community and senior officers.

Transfer asUniversity archives 
5 years after action completed

1.1.2

 

Transcripts of other speeches

Destroy 5 years after action completed

1.1.3

 

Records relating to administrative arrangements concerning the giving of addresses

Destroy 5 years after action completed

 

2.0.0

CELEBRATIONS, CEREMONIES AND FUNCTIONS

 

 

2.0.1

 

Records (including photographs, videos, non textual media etc.) of celebrations, ceremonies and functions of significance or those organised to mark major anniversaries of significant structures or events including photographs

Transfer asUniversity archives
5 years after action completed

2.0.2

 

Records relating to administrative arrangements concerning all other events (including invitations, acceptances, guest lists, catering, venue etc.)

Destroy 5 years after action completed

2.1.0

Promotional material

Records relating to administrative matters, such as arrangements for distribution of advertising/promotional material, printing

Destroy 2 years after action completed

2.1.1

 

Master copies and viewing copies of promotional films and videos, produced by or for the University.

Transfer asUniversity archives
when ceases to be of administrative use

2.1.2

 

Other copies of films and videos

Destroy when ceases to be of administrative use

2.1.3

 

Promotional posters and other types of advertising material (e.g. brochures)

Destroy when superseded

2.1.4

 

Records relating to the development and provision of organisational souvenirs

Destroy 2 years after action completed

 

3.0.0

PUBLICITY

 

 

3.0.1

 

Records relating to the publicising of particular events, programs, or other services provided by the agency

Destroy 5 years after action completed

3.0.2

 

Negatives/original prints of photographs taken, commissioned or collected by the agency for advertising or promotional reasons exceptphotographs relating to celebrations, ceremonies and functions of University significance

Destroy when ceases to be of administrative use, except those relating to celebrations and ceremonies of significance, retain for 5 years then transfer asUniversity archives

3.1.0

Greetings

 

 

3.1.1

 

Records relating to the preparation and sending of letters of appreciation, condolence or introduction and Christmas cards

Destroy 2 years after action completed

3.1.2

 

Address lists

Destroy when superseded

3.2.0

Media relations

 

 

3.2.1

 

Master copies of media releases prepared by or for the university

Transfer as University archives
5 years after action completed

3.2.2

 

Records relating to administrative arrangements concerning the agency's relations with the media including the issuing of press releases, organisation of interviews and general media access

Destroy 5 years after action completed

3.2.3

 

Media releases from other agencies

Destroy when ceases to be of reference value

3.3.0

Public reaction

Letters of complaint or appreciation, or suggestions, from members of the public or clients of the University made direct to the University.

 

3.3.1

 

Records relating to public reaction which results in significant changes to University policy or procedures

Transfer as University archives
5 years after action completed

3.3.2

 

Records relating to public reaction resulting in a routine response or a minor change to agency procedures

Destroy 5 years after action completed

3.3.3

 

Records relating to management of public reaction, such as registers of complaints and suggestions

Transfer as University archives
5 years after action completed

 

4.0.0

TOURS

 

 

4.0.1

 

Records relating to the conducting of tours of the university for the general public or other visitors for promotional reasons. 
Requirements/Remarks: It is possible that a member of the public could be injured during a tour. The Statute of Limitations gives a 6-year limitation period for suits relating to personal injuries.

Destroy 3 years after action completed

4.0.2

 

Visitors books

Transfer asUniversity archives
when ceases to be of reference use

4.1.0

Visits

 

 

4.1.1

 

Records, including master sets of photographs, relating to visits to the University by significant delegations, groups or individuals.

Transfer asUniversity archives
2 years after action completed

4.1.2

 

Records relating to visits by senior staff to other organisations with the view of promoting the image or services of the agency or to attend a significant event.

Transfer asUniversity archives
2 years after action completed

 

Office of Corporate and Legal Affairs

Oifig um Ghnóthaí Corparáideacha agus Dlíthiúla

1 st Floor, East Wing, Main Quadrangle,

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