This series documents potential or realized private, corporate, or public agency funding to the institution, including endowments, gifts, donor records and trusts. This series may include but is not limited to: award guidelines; letters and agreements of gifts; amounts of donations received; names of donors; conditions placed on donations; copies of bequest instruments and wills from individuals or estates; gift / pledge transmittal forms; solicitation material; acknowledgement letters; copies of checks or securities documents; financial statements and reports, including records of fund disbursements; and related documentation and correspondence.

This records series documents the activities of a department's alumni and may also provide alumni offices with information on alumni. Records may be used to: create a network of support from alumni, primarily through organized alumni groups; to track alumni; to monitor their achievements, activities, and recognitions; to create statistics; to reply to information requests; and to provide information on the accomplishments of previous students. This series may include but is not limited to: memberships lists with names, addresses, employer names and addresses, and positions; minutes, and directories; promotional materials concerning annual gatherings; homecoming plans and programs; data cards and files for individual alumni; degree recipient lists; outstanding alumni lists; student leader lists; class officer lists; foreign student rosters; international alumni club records; and notes, memorandum, and related correspondence concerning general alumni affairs.

Once copy of each state publication as defined in the Appendix of this schedule, except a publication that is subject to a different retention period. For example, a meeting agenda (see item number 1.1.058) also meets the definition, but it must be retained permanently; item numbers 1.1.004, 1.1.055, 1.1.066, 1.1.068, and 4.5.003, which also meet the definition, are closely associated with the appropriations process and must be retained AC +6.

Background material copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the University.

Agency copy of form.

Also includes documentation for disaster recovery services provided by other entities.

Includes indexes, card files, shelf lists, registers, guides, etc.