UW-GS 11 Publication Records

This section provides a listing of records created during the production of a publication published by, or, whose copyright is owned by the University of Washington. For those journals where the copyright is owned by another University or the editorial responsibilities rotate to different Universities, please contact the University of Washington Archivist for questions regarding the management of those records.

Please note if you do not have these records, you are not required to create them. Because the submission and editorial processes of journals differ, you may also have a Departmental Retention Schedule for those records which are unique to your journal. Records may be created in either hardcopy or electronic format. If a record being created by your journal is not found on this retention schedule, please contact Records Management Services at 543-0573 or urc@u.washington.edu.

-A--B-C--D--E--F--G--H--I--J--K--L--M--N--O--P--Q--R--S--T--U--V--W--X--Y--Z


-E-


Editorial Committee/Board Meeting Records-- A record of actions and decisions of a journal's editorial board. Typically includes minutes, agendas, notes, reports, etc. 

Official Copy: Any Journal
Retention: 6 years after the end of the calendar year
Disposition Method Transfer to Archives for review

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-M-


Mailing or Distribution List-- A record of subscribers to a journal.

Official Copy: Any Journal
Retention: Until Superseded
Disposition Method: Shred or Delete

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-P-


Permission Request Letter-- Provides a record of requests from individuals or publishers who want to use an article from a journal. May include a copy of the text sent to the individual or publisher.

Official Copy: Any Journal
Retention: 6 years after approval granted or denied
Disposition Method: Transfer to Archives for review 

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Publication History File -- Documentation of the history and development of a journal. May include former board or peer reviewers, distribution statistics, etc.

Official Copy: Any Journal
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review 

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Publication Working File-- Provides a record of the editing phase of the journal. May include the original submissions for an issue, working drafts, correspondence between the editor and author, reviewers' comments, timelines, task lists, article development, etc.

NOTE: The email or letter from the author granting final approval of the article for publication needs to be filed with the Publishing and/or Copyright Agreement.

Official Copy: Any Journal
Retention: 1 year after issue published
Disposition Method: Shred or Delete

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Publishing and/or Copyright Agreement-- An agreement between the University of Washington and the author regarding the writing of a journal article. May include copyright agreement or related documents, proof of layout, etc. Also includes the final approval of the article.

Official Copy: Any Journal
Retention: 6 years after termination of contract
Disposition Method: Transfer to Archives for review

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-S-


Selection Review Process-- Provides a record of how submissions are determined to be publishable or unpublishable.

Official Copy: Any Journal
Retention: Varies, see departmental retention schedule
Disposition Method: Shred or Delete

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Subscription Records-- Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.

Official Copy: Any Journal
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

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