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Communications and public relations retention schedule

Version 2.1, adopted June 2021, expires end Nov 2022.


A pdf version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.

See an explanation of the 6+ Rule and all other standard disposition codes.

Media and corporate relations

PR 1.1: Preparing and managing press releases

Disposition: Destroy 10 years from release

Examples:

  • Press releases
  • Responses to media enquiries

Rationale: Business requirement

Formerly MA 2.7.1

PR 1.2: The management of media interaction

Disposition: Destroy 6 years from agreement

Examples:

  • Records of permission for employee to interact with media
  • Records of permission to use Derbyshire County Council as a case study in a testimonial

Rationale: Business requirement

Formerly MA 2.8.1

Publications and publicity

PR 2.1: Developing publications

Disposition: Destroy 10 years from completion

Examples: None given

Rationale: Business requirement

Formerly MA 2.7.1

PR 2.2: The published work of the council

Disposition: Permanent - offer to Derbyshire Record Office

Examples:

  • Gold Magazine
  • b-line magazine
  • Your Derbyshire magazine
  • Finalised council branding

Rationale: Business requirement

Formerly MA 2.7.2

PR 2.3: Photography in support of corporate public relations activities

Disposition: Destroy 10 years from end of use

Examples:

  • Photographs of public events

Rationale: Business requirement

For photographs taken in support of locally organised events, consult the applicable retention schedule (e.g. Leisure and Culture retention schedule for library events)

PR 2.4: Managing authentic copies of signatures and photographic portraits of employees, elected members and others, for the purpose of issuing communications or publicity

Disposition: Destroy 10 years from end of use

Examples:

  • Signatures of members, executive directors, directors, council officers
  • Portrait photographs (Formal group photographs of the full council, and other images of enduring historical interest may be offered to Derbyshire Record Office)

Rationale: Business requirement

Campaigns and promotions

PR 3.1: Developing the content of a public relations campaign

Disposition: Destroy 10 years from end of campaign

Examples: None given

Rationale: Business requirement

Formerly MA 2.7.1

PR 3.2: The routine administration of a public relations campaign

Disposition: Destroy 3 years from end of use

Examples:

  • For final publications of a campaign, see PR 2.2

Rationale: Business requirement

Formerly MA 2.7.3

PR 3.3.1: Managing competitions as a public relations activity (administration)

Disposition: Destroy 6 months from closure date

Examples:

  • Administrative records of competitions delivered by the public relations section

Rationale: Business requirement

PR 3.3.2: Managing competitions as a public relations activity (results)

Disposition: Destroy 3 years from closure date

Examples:

  • Final results and details of competition winners

Rationale: Business requirement

PR 3.4: Managing the nominations and results of public awards recognising achievements

Disposition: Permanent. Offer to Derbyshire Record Office

Examples:

  • Young Achievers
  • Excellence in the Community Awards

Rationale: Business requirement

PR 3.5: Administering schemes for public relations purposes

Disposition: Destroy 2 years from end of use

Examples:

  • b-line scheme records
  • Gold Card scheme records

Rationale: Business requirement