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Public Relations

General Administration

Public Relations
Title Major Revision Previous Schedules Schedule Item
Official copy of publication,

including newsletter, press release, published report, calendar, bulletin, recording, homepage or other website file, educational or informational program material prepared by or for local government, and associated consent forms
NOTES: Specific publications are listed in other places in this Schedule. Before using this item to determine the minimum legal retention for a publication, determine if that publication is covered by a more specific item.

 CO2 11; MU1 11; ED1 11; MI1 11 68

a: Publications which contain significant information or substantial evidence of plans and directions for government activities, or publications where critical information is not contained in other publications:
RETENTION: PERMANENT

b: Publications where critical information is also contained in other publications or reports, publications which document routine activities, publications which contain only routine information, or publications (such as webpages) that facilitate access to government information on the Internet:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Local governments should consider permanent retention of samples of publications covered by part "b" of the above item. Contact the State Archives for additional advice in this area.
Opinion survey records


CO2 15; MU1 15; ED1 15; MI1 15 76

a: Survey results, including official copy of survey form:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Survey results and sample forms involving very significant issues should be retained permanently.

b: Completed survey forms:
RETENTION: 0 after survey results prepared
Daily, weekly, monthly, quarterly or other periodic internal or external report, summary, review, evaluation, log, list, statement or statistics:


RETENTION: 6 years
NOTES: For annual, special, or final report, summary, review or evaluation, see item no. 74, below. For routine internal reports and reviews, see item no. 57.

 CO2 22; MU1 22; ED1 22; MI1 22 73
Annual, special or final report, summary, review or evaluation


NOTES: Specific annual reports are listed in many places in this Schedule. Before using this item to determine the minimum legal retention for an annual report, determine that a report is not covered by a more specific item.

 CO2 23; MU1 23; ED1 23; MI1 23 74

a: Reports which contain substantial evidence of government policy, procedures, plans and directions:
RETENTION: PERMANENT

b: Reports where critical information is contained in other reports, reports which document internal management and housekeeping activities, or reports which contain only routine legal, fiscal and administrative information:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Program plan (annual, special or long-range):


RETENTION: PERMANENT
NOTES: Program plans of a routine nature covering internal activities are covered by item, no. 57. Program plans where significant information is duplicated in other records (which are retained permanently) are covered by item no. 58.

 CO2 24; MU1 24; ED1 24; MI1 24 75
Local government public access television records


2020 (♦)
 CO2 719; MU1 653; ED1 314; MI1 581 72

a: Recording of local government public access television program, where program is produced by a local government and where program constitutes an important public meeting, significant event, important subject or documents local government policy making:
RETENTION: PERMANENT
NOTES: In order to ensure the continued preservation and availability of recordings, local governments should consider using broadcast-quality recordings where possible. Those recordings should be periodically inspected and copied to newer media and formats. Consult State Archives for additional advice.

b: Recording of local government public access television program, where program is produced by a local government and where program constitutes a routine meeting, event or subject:
RETENTION: 1 year

c: Recording of local government public access television program, where program is aired but not produced by a local government:
RETENTION: 0 after no longer needed

d: Viewer guide or other periodic listing of programs:
RETENTION: 1 year
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. The State Archives recommends that local governments retain a sampling of these records on a monthly, seasonal or other periodic basis.

e: Program files on local government cable television programs:
RETENTION: 6 years
Records covering photocopying and other reproduction

of records, books, or other materials, including usage logs and individual copying requests

2020 (♦)
 CO2 720; MU1 654; ED1 398; MI1 582 69

a: For materials subject to U.S. Copyright Law:
RETENTION: 5 years

b: For materials not subject to U.S. Copyright Law:
RETENTION: 0 after no longer needed
Copyright records,

for materials copyrighted by local government, including but not limited to copy of application, notice of copyright and correspondence:
RETENTION: 6 years after copyright expires or application denied

 CO2 721; MU1 861; ED1 399; MI1 583 70
Photographs, other visual media, or audio/video records,

including aerial photographs and consent forms, created by a local government, which are not part of a record series listed elsewhere in this Schedule:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Some photographs and other visual media records may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

 CO2 864; MU1 889; ED1 393; MI1 736 71