Publications and public relations, two purposes with similar actions yet perform two different functions in their execution. In records designation both publication and public relations records can become mixed up due to the similarities such as how the records dispense out information, but the overall business tasks of each is what makes them distinct from one another. What makes a record a “publication” and what makes a record “public relations”? What is the confusion over the two series?
We are going to look over these two record series on the local and state side. From the local government series Schedule GR: Records Common to all Local Governments GR1000-39 Publications and GR1000-33 Public Relations, and from the state the Retention Schedule for Texas State Agencies and Public Universities series RSIN 1.3.001 State Publications and RSIN 1.1.019 Public Relations Records. To figure out what makes a publication record distinct from a public relation record, lets dive into the breakdown of these classifications.
What is a Publication?
Based on the definition from the Merriam-Webster Dictionary, a publication is the act or process of publishing, or a published work. The term and annotation bring to mind materials made available for public consumption such as a book, music, maps, newspaper articles to legal proceedings. Material publicly accessible for the spread of information to, or for, consumption by the public. With this what makes publication a government publication?
The Texas Government Code chapter 2051.152(4) provides a legal definition for publish. The chapter defines publish as a “means displaying, presenting, or releasing to the public, or causing to be displayed, presented, or released to the public, legal material by the official publisher.”
For Local Governments:
As to the records series, for local governments, in Schedule GR: Records Common to All Local Governments, the series for publications is GR1000-39 Publications. The series description provides examples of what records fall under the classification of publications such as pamphlets, newsletters, and reports that could be distributed for, or within, the local government entity or to the public.
The retention period of the series is permanent, and the remarks provides further information as to what is exempt, or rather, what is not considered to be a publication. From the examples provided in the remarks, materials printed for purposes of educational awareness, service announcements, printouts sent annually to inform about services are not considered publications that merit permanent retention due to the amended purposes and information contained in them. Items with superseded or transitory information do not fall under the designation of publication.
For State Agencies and Public Universities:
In the list of terms from the Texas State Retention Schedules (RRS) outlines that a state publication is “information in any format that is publicly distributed and produced by the authority of or at the total or partial expense of a state agency or is required to be distributed under law by the agency. The term does not include information the distribution of which is solely limited to contractors with or grantees of the agency, staff persons within the agency or within other government agencies, or members of the public under a request made under the Public Information Act, Government Code, Chapter 552. The term includes but is not limited to: a publication distributed in print; on microform; as audiovisual material; as interactive media or on electronic external storage device; as an online publication (including websites); which is an index to other online publications; as one or more text, graphic, or other digital files; or as a user interface to a computer database.”
As for state agencies and public universities, the retention period for records that fall under the classification of publication is AC+2 years due to the different functions as explained in the records description and the definition of a state publication is defined in the RRS. The description provides further guidance as to what records fit under the publication series, and what records that may fit under the publication series are maintained outside from it. This is due to other legal requirements in making the information public and how it is published, and archival designations that may affect the retention and in classify the records for permanent status.
Essentially, the basis of a publication (in this case a government publication) is to make information and content available to the public or internal issuance by law and for historical purposes. Considering a publication as a record that makes information available to the public doesn’t a public relations record work in the vein. Public relations are published details and particulars about an event so what makes it different from records designated as publication? In light of those questions, it is time to go over public relations records.
What are Public Relations?
The term public relations bring to mind of a company or an individual doing damage control to relay information to assuage public sentiments and a means to control the information about a situation or event.
The definition of public relations from the Merriam-Webster Dictionary is “the business of inducing the public to have understanding for goodwill toward a person, firm, or institution.” The Public Relations Society of America defines public relations as a “strategic communication process that builds mutually beneficial relationships between organizations and their publics.” In summary, public relations itself and in practice is about shaping public perception on a specific matter or an entity.
For Local Governments:
With that in mind let’s look over the series that covers records of public relations. In Schedule GR the series GR1000-33 Public Relations Records the description illustrates types of information circulation and various formats lends to the record’s media neutrality.
The designated retention period for the series is two years from the date of the issued by the entity and with a retention note to review for historical value to determine if the records warrant permanent retention. As to what constitutes the designation of historical value, that will be determined by government entity. For more information about historical value you can check out our blog article “The Meaning of ‘Historical Value’ on Local Government Schedules.”
For state agencies and public universities:
Now on the state agency side the series for public relations records mirrors what is found in the local government series. Series 1.1.019 Public Relations Records designated with a two year retention period and an “R” code for archival review for historical significance. One difference between the two public relations series is for the state agency series contains marketing materials which usually includes promotions and to interest people in what services the entity offers.
Fundamentally, public relations are published for the purposes of releasing information in a controlled manner to maintain good relationships and a positive perception with the public. While public relations are disseminated through the act of publishing it does not fall under the series publications due to its purpose on sending information to the public in order maintain a positive relationship and happenings.
In summary, the main difference between a publication and a public relations record comes down to the purpose. A publication is material and information such as a report made by a government entity intended for release within the entity or to the public by law or programs. While public relations, though intended for the release of information, refers to a means of communication particular details in order to provide oversight and control of a situation.
What other series seem similar to you? Would you like more information on what makes them separate series? Let us know in the comments.
Checkout our other articles on record series deep dives at Remarkable Records | The Texas Record.
