General Records Retention Schedule
Publication Records
UW-GS 11
February 2007
This section is intended to provide a listing of records created during
the production of a publication published by or whose copyright is owned
by the University of Washington. For those journals where the copyright is
owned by another University or the editorial responsibilities rotate to
different Universities, please contact the University of Washington
Archivist for questions regarding the management of those records.
Please note if you do not have these records, you are not required to
create them. Because the submission and editorial processes of journals
differ, you may also have a Departmental Retention Schedule for those
records which are unique to your journal. Records may be created in either
hardcopy or electronic format. If a record being created by your journal
is not found on this retention schedule, please contact Records Management
Services at 543.0573 or urc@u.washington.edu.
Use the letters below to jump to that section of the list.
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Editorial Committee/Board Meeting Records-- A record of actions
and decisions of a journal's editorial board. Typically includes minutes,
agendas, notes, reports, etc.
Official Copy: Any Journal
Retention: 6 years after the end of the calendar year
Disposition Method Transfer to Archives for review
Mailing or Distribution List-- A record of subscribers to a
journal.
Official Copy: Any Journal
Retention: Until Superseded
Disposition Method: Shred
Permission Request Letter-- Provides a record of requests from
individuals or publishers who want to use an article from a UW published
journal. May include a copy of the text sent to the individual or
publisher.
Official Copy: Any Journal
Retention: 6 years after approval granted or denied
Disposition Method: Transfer to Archives for review
Publication History File-- Documentation fo the history and
development of a journal. May include former board or peer reviewers,
distribution statistics, etc.
Official Copy: Any Journal
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review
Publication Working File-- Provides a record of the editing phase
of the journal. May include the original submissions for an issue,
working drafts, correspondence between the editor and author, reviewers'
comments, timelines, task lists, article development, etc.
Note- The email or letter from the author granting final approval of the
article for publication needs to be filed with the Publishing and/or
Copyright Agreement.
Official Copy: Any Journal
Retention: 1 year after issue published
Disposition Method: Shred
Publishing and/or Copyright Agreement-- An agreement between the
University of Washington and the author regarding the writing of a journal
article. May include copyright agreement or related documents, proof of
layout, etc. Also includes the final approval of the article.
Official Copy: Any Journal
Retention: 6 years after termination of contract
Disposition Method: Transfer to Archives for review
Selection Review Process-- Provides a record of how submissions
are determined to be publishable or unpublishable.
Official Copy: Any Journal
Retention: Varies, see departmental retention schedule
Disposition Method: Shred
Subscription Records-- Provides a record of subscriptions received
by a journal. May contain the subscription form and financial
records.
Official Copy: Any Journal
Retention: 6 years after end of calendar year
Disposition Method: Shred
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