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STUDENT PUBLICATIONS AUTHORIZATION NO. 77-116

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  1. Insertion Orders
  2. Commission Register
  3. Copies of Student Newspapers and Yearbooks

 

ITEM NUMBER

1. Insertion Orders

These records document the type of information created and maintained by the four campuses' student newspapers. These records include, but are not limited to advertising, the name of the advertiser, size of the advertisement, date of insertion, amount of prepayment made (if any), the advertising representative, the advertiser’s signature, and is representative documentation or backup for paid commissions or fiscal materials.

Authorized Retention:

Retain for five (5) years, then destroy.

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2. Commission Register

This record is a spreadsheet created and maintained by the four campuses student newspaper departments to document all commissions due from advertisements sold in each newspaper. Information included on these spreadsheets are the name of advertiser, size of the advertisement, cost, amount of commission and the advertising representative’s name.

Authorized Retention:

Retain for five (5) years, then destroy.

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3. Copies of Student Newspapers and Yearbooks

These records include a copy of each publication of the student newspaper and the yearbook. The newspapers are a free publication and are distributed on each campus and beyond the campus communities. The yearbooks are published annually and are sold to students, faculty and staff.

Authorized Retention:

Retain a minimum of one (1) copy of each year in the perspective Yearbook Office or Library, and Campus Archives.

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This authorization supersedes authorization 80-13.

Reviewed 2012-07-10.