Office of Procedures, Records, and Forms

BPPM Revision Memorandum

 

November 29, 2001

TO: Manual Users
FROM: Ralph Jenks, Manager
SUBJECT: Business Policies and Procedures Manual
Revision Letter Number One Hundred Ninety-Eight

 

This BPPM revision includes the following changes:

University Records–Retention and Disposition 90.01

This revision adds a description of essential records, which are noted in the Remarks column on University records retention schedules in accordance with State Records Committee recommendations.

All-University Records Retention Schedules:

The State Records Committee has established, revised, or added remarks to the following records series:

Administrative–Executive Level Records (Dean and above) 90.01.10-11

  • Major Administrative Studies and Operational Plans
  • Minutes and Files of Policy-Setting Meetings
  • Official Correspondence
  • Papers of Executive Direction

Administrative–General Office Records 90.01.12-14

  • Administrative Materials with No Retention Value
  • Electronic Mail (E-Mail) Retention
  • Routine General Office Policies and Procedures
  • Routine Operational Plans

Accounting/Fiscal Records 90.01.15-20

  • Billing Receivables System (BRS)
  • Cashier Receipts
  • Contracts for Purchases, Purchased Services, Leases or Rentals
  • Federal Excess Property File
  • Information Technology Billing Report and Usage Report
  • Journal Voucher
  • Personal Service Contracts

Information Services Records 90.01.21-25

  • Computer Usage Files
  • Data Documentation
  • Data Processing Operating Procedures
  • Disaster Preparedness and Recovery Plans
  • Finding Aids, Indexes and Tracking Systems
  • Input Documents
  • Network Usage Files
  • Operating System Hardware Conversion Plan
  • Program Listing and Source Code
  • Summary Computer Usage Report
  • System and Database Backup Files
  • System Documentation
  • System Specifications
  • System Users Access Files
  • Systems and Applications Development
  • Technical Program Documentation
  • Year 2000 Project Files

Legal Files 90.01.27

  • Attorney General Letters
  • Attorney General Opinions
  • Attorney General’s Case Files–University Copy
  • Legal Issue Files

Mail Services Records 90.01.28-29

Postage Meter Records

Payroll and Personnel Records Used Campus-Wide 90.01.30-37

  • Applications/Resumes Received–Not Solicited or Interviewed
  • Employee Performance Evaluation Supporting Documents
  • Personnel Complaints, Exonerated
  • Personnel Complaints Supporting Documents
  • Personnel Record Folders
  • Reports of Personnel Complaints–Upheld
  • Volunteer Files

Public Affairs and Public Disclosure Records 90.01.39

  • Newsletters and Bulletins, Internal and External
  • Press Releases

Purchasing Forms Used Campus-Wide 90.01.40-41

Vendor Payment File

Records Management Files 90.01.42

  • Record Transmittal Forms
  • Records Retention Schedule, SSA-53B

Safety Records 90.01.43-45

  • Chemical Spill Management Records
  • Hazard Communication Records
  • Incident Report (WSU 1131)
  • Medical Surveillance Files

Student Records 90.01.47-48

Student Transcripts

Note to users who maintain paper copies of the BPPM: Because we added pages to the PDF version of the retention schedule for Legal Files and Payroll and Personnel Records Used Campus-Wide, the page numbers of the subsequent All-University Schedules have been changed.