Contact Information

Who can use this?

All Offices

Record Description:

Records relating to the contact details of employees, stakeholders, and/or clients a university unit has gathered/received and the maintenance of such lists/collections.
 
Includes, but is not limited to:
  • Business cards
  • Contact details stored in Microsoft Outlook and other contact databases
  • Mailing lists, email distribution lists, listserv/RSS subscriber details, etc.
  • Requests to be added/removed from the agency’s contact lists (includes mail/communications returned as undeliverable)
  • Validation/verification/quality assurance checks of contact lists/collections
  • Related correspondence/communications.
Excludes:
  • Records covered by Emergency/Disaster Preparedness – Contact Information (GS 25004.0001.19380)
  • Contact information gathered for other, more specific purposes, such as attendee/sign-in lists for meetings and trainings, visitor books/logs, etc.

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50007.0001.18658

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Function: Transitory Records