facebook-pixel

The Salt Lake Tribune document retention guidelines

This policy outlines the retention and disposal guidelines for records maintained by The Salt Lake Tribune to support ethical journalism, legal compliance, operational efficiency and historical preservation. This policy applies to all departments, including editorial, advertising, philanthropy and administrative operations.

Retention Schedules

Editorial records:

  • Published articles: permanently
  • Notes, drafts, and working files: subject to individual journalist’s discretion
  • Photos and multimedia content: permanently

    • Business and financial records:

  • Annual financial statements and audit reports: Permanently
  • Payroll records: 7 years
  • Advertising contracts and invoices: 7 years
  • Tax returns and supporting documentation: 7 years

    • Legal and compliance records:

  • Contracts and agreements: 7 years after expiration
  • Litigation records: 7 years after case resolution
  • Intellectual property documentation: permanently

    • Administrative records:

  • Employee personnel files: 7 years after termination
  • Training materials: 2 years after being superseded
  • Policies and procedures: permanently

    • Digital content:

  • Website articles: permanently archived for historical purposes
  • Social media posts: Subject to social platforms
  • Analytics: 2 years

    • Storage and Security

  • Physical records:
    • Store in secure, climate-controlled environments
    • Limit access to authorized personnel
  • Digital records:
    • Store on secure servers or with cloud services
    • Ensure regular backups and encryption

    Disposal procedures

  • Physical documents:
    • Shred or incinerate to ensure confidentiality
  • Digital records:
    • Use data-wiping software for complete removal

    Responsibility

  • Department heads ensure compliance with retention schedules
  • IT ensures secure storage and disposal of digital records
  • The Director of Budget and Finance oversees adherence to legal requirements

    • Exceptions

    Documents under legal hold due to litigation, audits, or investigations must not be destroyed until the hold is lifted.

    Review and updates

  • The policy will be reviewed every two years or as required by changes in laws or organizational needs
  • Updates must be approved by senior leadership