Records Retention & Disposition Schedule

KLCC RECORDS
Schedule Number:  166-450-2000-0021

• KLCC Administrative Records
• KLCC Award Records
• KLCC Development Records
• KLCC License Records
• KLCC Marketing Records
• KLCC Membership Records
• KLCC Program and Operating Logs
• KLCC Program Records
• KLCC Rating Service Records
• KLCC Underwriting Records

Records document the development and administration of programs and activities of the radio station. The records may include but are not limited to: 

Correspondence, 
Reports, 
Planning documents,
Audience surveys, 
Planned giving records, 
Publications, 
Related documentation.

Retention:  permanent
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document awards received by the radio station from news, development, or music organizations. Records include but are not limited to:

correspondence, 
award announcements, 
certificates, 
plaques, 
press releases, 
related documentation.

Retention:  permanent
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document the development activities, such as special events and capital campaigns, of the radio station.  Records documenting special events may include brochures, posters, correspondence, press releases, and sample tickets.  Records documenting the capital campaign may include correspondence, reports, surveys, building plans and drawings, and related documentation.

Retention:  permanent
Dispostion: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document the licensing of the radio station with the Federal Communications Commission.  Records may include but are not limited to: 

license applications, 
correspondence, 
license renewal records, 
licenses and contracts, 
related documentation.

Retention:  permanent
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC  

Records document the marketing activities of the radio station.  Records may include advertising campaign records, recordings of television spots, posters, press releases, video recordings, and related documentation, and ephemera such as t-shirts, coffee mugs, and other premiums.
 

Retention:  permanent
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document membership activities of the radio station.  Records include membership pledge forms, which are filled out during radiothon campaigns, and membership renewal forms.  Records contain member name and address, amount pledged, payment plan, and premium requested.

Retention:  2 years
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

NOTE:  Confidentiality of Records

• Information may be exempt from public disclosure per ORS 192.502 (2). 
• If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
• SEE:  Access & Confidentiality for more details.

Records document the daily broadcast activities of the radio station.  Daily logs list programs, program promotions, announcements about underwriting, and programs taped from the satellite. Operations logs may list transmitter readings and information about power and other equipment.

Retention:  2 years (FCC requires 2 years)
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document the programs broadcast by the radio station such as music programs, commentaries, newscasts, and special reports. Records may include but are not limited to:

Program scripts and recordings, 
The Program Guide which publishes the program schedule, Play lists which list the music played,
Related documentation

Retention: 
(a) Play lists: One play list every two years
(b) Other play lists: Until superseded
(c) Retain other records: permanent
Disposition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document information about listeners provided by rating services such as Arbitron.  Records may include information on who is listening, when they are listening, and demographic information about listeners.

Retention:  permanent
Dispostition: transfer to Records Center, destroy
Responsible Unit: KLCC

Records document the underwriting activities of the radio station.  Records include but are not limited to:

Underwriting contracts between the radio station and businesses about sponsoring air time; 
Insertion orders which list the specific spot dates, times, and contents; 
Billing records.
Retention: 
(a) Contracts:  6 years after expiration
(b) Other records:  3 years

NOTE:  Confidentiality of Records

• Information may be exempt from public disclosure per ORS 192.502 (2). 
• If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
• SEE:  Access & Confidentiality for more details.