Office of Procedures, Records, and Forms Business Policies and Procedures Manual

RECORDS
90.01
Revised 7-17

For more information contact:
   Procedures, Records, and Forms
   509-335-2005

All-University Records Retention Schedules

Administrative–Executive Level Records (Dean and above)

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Record Series Title—Function/PurposeLocation
(*Official Copy)
Retention and Disposition ActionDisposition Authority No.Remarks
ACCREDITATION RECORDS
Documents the accreditation process (arrangements, self-study and site visit) and includes detail and final accreditation report.
Department*
AND/OR
Office of the Provost*
Retain for 10 years after
next accreditation,
then
Transfer to Archives for appraisal and selective retention.
00-03-59624Archival
(appraisal required)
BALLOTS
Official ballots for Faculty Senate members, officers, and committee members.
Note: The Faculty Senate office (office #3310) holds primary copies of ballots for Senate officers and committee members. The applicable college dean's offices hold primary copies of ballots related to college-level representation to the Faculty Senate.
Faculty Senate*
AND/OR
College Dean's Office*
Retain for 2 years after
end of academic year,
then destroy.
85-09-36077
Rev. 1
BALLOTS
(secondary copy)
Faculty Senate
(reference copy of college-level election participation levels and results)
Retain until no longer needed for
University business,
then destroy.
Reference copy
under
85-09-36077
Rev. 1
CALENDARS -- ELECTED OFFICIALS AND UNIVERSITY HEADS
Records documenting the day-to-day meetings and other official appointments of elected officials and University heads (dean and above). Includes, but is not limited to:
  • Calendar records stored in Microsoft Outlook and other calendaring software/apps;

  • Hardcopy calendars/appointment books/diaries/etc.


Excludes records covered by:
Executive Department*Retain for 4 years after
end of calendar year,
then
Transfer to Archives for permanent retention.
GS 10008
Rev. 1
Archival
(permanent retention)
EXECUTIVE ETHICS BOARD INVESTIGATION REPORTS, UNIVERSITY COPY
University copies of Executive Ethics Board (EEB) reports of allegations of ethics violations as a result of complaints filed with the EEB under chapter 42.52 RCW.
Internal Audit*Retain for 3 years after
date of report,
then destroy.
04-06-60693
Rev. 1
EXECUTIVE ETHICS BOARD INVESTIGATION REPORTS, UNIVERSITY COPY
(secondary copy)
President's Office;
Executive Ethics Board
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
04-06-60693
Rev. 1
GOVERNING/EXECUTIVE/POLICY-SETTING BODY RECORDS
Records documenting the actions, meetings and membership of the University's governing body, executive management team and other policy-setting/decision-making boards, committees, commissions, councils, task forces, etc. Also includes interagency/national/external policy-setting/decision-making bodies for which the University acts as secretary/keeper of the official records.
Includes, but is not limited to:
  •  Agendas, meeting/agenda packets (briefs, reference materials, etc.);

  • Speaker sign-up, written testimony;

  • Audio/visual recordings and transcripts of proceedings;

  • Minutes;

  • Reports/correspondence/communications sent/received on behalf of the body;

  • Orders, resolutions, etc.;

  • Appointment, reappointment and termination correspondence/communications;

  • Selected images/photographs showing the committee membership at particular points in time (such as board/ committee portraits, etc.) and/or significant stages of the board/committee’s life.


Excludes records covered by:

NOTE: For WSU purposes, this series may also include minutes and files of federal and state agency committees for development of areas/interests involving WSU, endowment investment committees, University committees chaired by staff, and administrative board meetings, e.g., ASWSU, Compton Union Board.
Executive Department*Retain for 6 years after
date of document,
then
Transfer to Archives for permanent retention.
GS 10004
Rev. 1
Archival
(permanent retention)

Essential
GOVERNING/EXECUTIVE/POLICY-SETTING BODY RECORDS
(secondary copy)
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 10004
Rev. 1
POLICIES AND PROCEDURES -- UNIVERSITY CORE MISSION
Records relating to the development, implementation, and interpretation of the policies and procedures developed by the University to implement its core functions and mission. Includes, but is not limited to:
  • Each adopted/approved version of policies and procedures;

  • Records documenting the development of policies and procedures;

  • Legal advice related to the development, implementation, and interpretation of the policies and procedures;

  • Policy statements;

  • Papers of executive direction.


Excludes records covered by Rule Making (Washington Administrative Code--WAC) (DAN GS 10009; held by Procedures, Records, and Forms, office #1470).
Executive Department*Retain for 6 years after
superseded,
then
Transfer to Archives for appraisal and selective retention.
GS 10002
Rev. 1
Archival
(appraisal required)

Essential
STRATEGIC PLANS -- DEVELOPMENT
Records relating to the development of the University's strategic plans.
Executive Department*Retain until
no longer needed for
University business,
then destroy.
GS 09027
STRATEGIC PLANS -- DEVELOPMENT
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 09027
STRATEGIC PLANS – FINAL (UNPUBLISHED)
Final version of University-wide strategic, long-term plans used to align the University's organizational and budget structure with its priorities, missions and objectives developed in accordance with RCW 43.88.090 and not published.
Excludes published strategic plans covered by State Publications (DAN GS 15008; see Public Affairs and Public Disclosure Recs table).
Department*Retain until
no longer needed for
University business,
then
Transfer to Archives for permanent retention.
GS 10001
Rev. 1
Archival
(permanent retention)

Essential
STRATEGIC PLANS – FINAL (UNPUBLISHED)
Department
(secondary copy)
Retain until
admin. purpose served,
then destroy
Secondary copy under GS 10001
Rev. 1
STUDIES (MAJOR) -- FINAL REPORTS (UNPUBLISHED)
Unpublished final reports of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses University-wide operations or issues, affects the most important or most critical University functions, or addresses areas of public visibility or concern.
Excludes:
Executive Department*Retain for 6 years after
conclusion of study,
then
Transfer to Archives for appraisal and selective retention.
GS 10016Archival
(appraisal required)
STUDIES (MAJOR) -- WORKING PAPERS/ DEVELOPMENT
Records relating to the conducting of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses University-wide operations or issues, affects the most important or most critical University functions or addresses areas of public visibility or concern.
Excludes:
  • Published final reports covered by State Publications (DAN GS 15008; see Public Affairs and Public Disclosure Recs table);

  • Records covered by Studies (Major) -- Final Reports (Unpublished) (DAN GS 10016).

Executive Department*Retain for 6 years after
conclusion of study,
then destroy.
GS 09030