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.

-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

-M-

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

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Retention: Until Superseded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

-P-

Permission Request Letter-- Provides a record of requests from individuals or

publishers who want to use an article from a UW published 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

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

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

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

-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

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