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doc12904 september_2021_permanent_records_list.pdf
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"text": "Policies and Procedures (May be in a manual or electronic Format)",
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"bbox": {
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"text": "Retain one (1) copy of all editions permanently in the office of origin. Retain duplicate copies until superseded or no longer useful, then destroy.",
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"row": 2,
"col": 2,
"rowspan": 1,
"colspan": 1,
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"text": "Records Transmittal File - Permanent Records (Locator copy - Original in Archives and Records Management Division)",
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"text": "Retain permanently.",
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"text": "Forward one copy to Kentucky Department for Libraries and Archives, Archives and Records Management Division.\\nRetain one (1) copy permanently at university.",
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"row": 5,
"col": 2,
"rowspan": 1,
"colspan": 1,
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{
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"text": "U0131",
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"text": "Maps – This series represents maps, intended for public distribution, which consist of images and/or data plotted to show geographic points at which various objects, incidents or phenomena occur across the Commonwealth. Examples of information on these maps include, topographical or geological features, land use planning",
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"text": "Universities should capture one (1) copy of static maps or take periodic snapshots of GIS data not captured in the KYGEONET, for permanent retention. Data should be updated when superseded. To help determine rate and methods of capture, university staff can",
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"text": "data or archaeological sites in Kentucky. These maps may be printed and maintained in paper or maintained in electronic format. Electronic maps may be static images or dynamic packages produced by a Geographic Information System (GIS). Some of this information is made available through the KYGEONET, Kentucky's enterprise geographic information system. The KYGEONET is Series 05431, scheduled under the Division of Geographic Information. Series contains: spatial coordinates; plotted images and/or data. May contain: appropriate metadata.",
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"text": "contact Archives and Records Management Division staff. Retain duplicate copies and copies made for internal reference until no longer useful, then destroy.",
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"text": "Retain case file for patents issued by the United States Patent and Trademark Office until one (1) year after the expiration of patent, then destroy. Retain case file for copyrights until one (1) year after expiration, then destroy. Retain case file for trademarks permanently. Retain rejected applications for one (1) year, then destroy.",
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"text": "Retain permanently in creating unit or transfer to the University Archives for permanent retention when no longer useful. Retain Series U0102, General Correspondence, for no longer than two (2) years, then destroy.",
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"text": "years after the specific hazardous material is no longer used on campus, then destroy. A specific Safety Data Sheet may be destroyed if the university maintains a record identifying the substance used, where it was used and when it was used.",
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Page 12
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"text": "Retain records documenting the university's efforts to develop donors, such as correspondence or biographical data, until superseded or no longer useful, then destroy. Retain records of minor donors, such as gifts-in-kind or annual fund campaign records for seven (7) years, then destroy. Retain records of major donors, such as planned gifts or endowments, permanently.",
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"col": 2,
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"colspan": 1
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},
{
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"order": 5,
"type": "footer",
"bbox": {
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"text": "13",
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"type": "footnote",
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"text": "Last Updated: September 2021",
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}
],
"excluded_furniture": {
"first": [],
"last": []
}
}