Records of the design, production, publication, and distribution of information assets supporting and strengthening the University’s brand and reputation.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Version Information

Content & Scope

The University communicates its vision, plans, accomplishments, and news of University events and activities to internal and external audiences using an array of information assets in various media. These include: web-site and social media content; images and photographs; video; print and electronic publications, such as books, brochures, posters, newsletters, magazines, and so on.

This records class excludes materials classified with a more specific records class (e.g., Convocation programs classified with UR20 - Convocation).

This class consists of these information assets, and the records of the planning, design, production and distribution of these assets. Some of these records contain the personal information of members of the University community or other individuals, such as photos and videos depicting individuals, and release forms allowing the University to collect and publish this information.

Related Records

  • For marketing and communications strategies and analytics, see AD30 – Planning & Review.
  • For University brand and style guidelines, see AD40 – Policies, Procedures, & Guidelines.
  • For contracts and agreements with external contractors and service providers (e.g., photographers, designers, printers), see AD80 – Contracts & Agreements.
  • For records of University special and signature events, see UR30 – Special Events, Activities, & Conferences.

Responsible Unit

  • University Relations.
  • Units creating publications, media releases, and other communications for internal and external audiences.

Information Steward

Vice-President, University Relations.

Information Confidentiality Classification

  • Public: Information assets intended for public release.
  • Restricted: Records containing the personal information of members of the University community or other individuals.
  • Confidential: all other records.

Retention

  • Release forms allowing the University to publish individuals’ personal information: 2 years after last use of the personal information (e.g., photos or video of an individual).
  • All other records, including the final versions of information assets: minimum of 1 year and no more than 10 years after last use. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).

Disposition

Archives Selection.

Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.

Archival Records

Some published information assets, photographs, and video are of long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.

Retention Rationale

Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)).

Some of these records have long-term historical value.

Under Review Date

12 February 2020.