Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Administrative--Executive Level Records (Dean and above)

PDF link

Title
Administrative--Executive Level Records (Dean and above)

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition 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.
00-03-59624 Archival
(appraisal required)
APPOINTMENT RECORDS, OFFICIAL
A record of the procedure by which members are asked to serve by appointment or recommendation on any committee, council, board or task force. May include: correspondence, official appointment letters, instructions, notice of termination or reappointment, and other related documentation.
Executive Department* Retain for 6 years after
termination of appointment,
then
Transfer to Archives for appraisal and selective retention.
GS 10012 Archival
(appraisal required)
EXECUTIVE CALENDARS
A record of appointments, task lists, and meeting schedules. Provides a day-by-day record of official activities.
Executive Department* Retain for 4 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.
GS 10008 Archival
(appraisal required)
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



President s Office;
Executive Ethics Board
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
04-06-60693
Rev. 1
EXECUTIVE LEVEL SUBJECT FILES
Executive level documentation of the administration of University activities. May include organizational charts, narrative reports, reports from WSU divisions and sub-divisions, studies, news releases, newspaper clippings, correspondence, copies of minutes of meetings, management team minutes, agendas, and other materials. Does not apply to program level records.
Executive Department* Retain for 4 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.

GS 10003






Archival
(appraisal required)
  Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 10003
EXECUTIVE/OFFICIAL CORRESPONDENCE
Internal and external communications to or from the University s executive management concerning policy issues, concerns, actions or issues, and that are not covered by a more specific records series. Includes all communication types, regardless of format: Correspondence, e-mail; web sites/forms/pages, social networking posts and comments, etc. Includes, but is not limited to, requests for and provision of information/advice; University-initiated information/advice. Excludes public records requests covered by GS 05001 (Public Disclosure/Records Requests); and excludes the provision of routine information covered by GS 50002 (Routine Unversity Information). Note: Information/advice published online by the agency continues to be "provided" until the date it is removed/withdrawn.
Executive Department* Retain for 4 years after
communication received or provided, whichever is later,
then
Transfer to Archives for appraisal and selective retention.
GS 10007
Rev. 1
Archival
(appraisal required)

Essential
INTERPRETIVE AND POLICY STATEMENTS
Official statements of policy adopted by an agency, board or commission. Includes an agency's interpretation of a statute, rule or other provision of law, of a court decision, or of an agency order.
Executive Department* Retain for 3 years after
superseded,
then
Transfer to Archives for appraisal and selective retention.

GS 10010






Archival
(appraisal required)

Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 10010
MINUTES AND FILES OF POLICY-SETTING MEETINGS
Minutes, agendas, and meeting files of the governing body of the University or of meetings that formulate policy, rules or regulations for the University. May include multimedia recordings.
Executive Department* Retain for 6 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.

GS 10004






Archival
(appraisal required)

Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 10004
PAPERS OF EXECUTIVE DIRECTION
A record of formal statements at the executive level of the University, in regard to WSU policy, actions, and mission. May include issuances, directives, records of briefings, and presentations of policy in any form.
Executive Department* Retain for 4 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.
GS 10005 Archival
(appraisal required)

Essential
POLICIES AND PROCEDURES
Policies and procedures issued at the executive level of the University to address University-wide operations, critical University functions, or issues of public visibility or concern. May include formal directives, formal policy statements, printed or published procedures manuals, bulletins, orders, rules, or notices. NOTE: This series does not apply to policies and procedures which regulate activities outside the University or ones that are established through statute or through Washington Administrative Code (WAC) procedures.
Executive Department* Retain for 6 years after
superseded,
then
Transfer to Archives for appraisal and selective retention.
GS 10002 Archival
(appraisal required)

Essential
QUALITY AND PERFORMANCE IMPROVEMENT DOCUMENTATION
Documentation of plans and processes for improving agency quality and performance. May include mtg. documentation, plans, reports, presentations, training materials, correspondence, performance measures, statistics, and recommendations associated with efforts such as quality improvement, the Performance Partnership, Balanced Scorecard, Plain Talk, and the Government Management, Accountability and Performance program (GMAP).
Executive Department* Retain for 6 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.
GS 10011 Archival
(appraisal required)
SPEECHES AND WRITINGS
A record of speeches, including tapes, videos and transcripts, and written presentations and other writings by the President or other executive level official (down to Dean s level), concerning University policy, concerns, actions or issues.
Executive Department* Retain for 6 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.
GS 10006 Archival
(appraisal required)
STUDIES AND OPERATIONAL PLANS
Major studies and plans initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses agency wide operations or issues, affects the most important or most critical agency functions, or addresses areas of public visibility or concern. For WSU purposes, this series also includes campus and external research reports used for planning purposes.
Note: This series does not apply to program specific plans.
Department*







Retain for 4 years after
superseded or no longer applicable,
then
Transfer to Archives for appraisal and selective retention.

GS 10001







Archival
(appraisal required)

Essential
Department
(secondary copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 10001