Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
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)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

ACCREDITATION RECORDS
Documents the accreditation process (arrangements, self-study and site visit) and includes detail and final accreditation report.
Department* next accreditation 10 yrs 00-03-59624 Potential University Archives
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* termination of appointment 6 yrs GS 10012 Archival
EXECUTIVE CALENDARS
A record of appointments, task lists, and meeting schedules. Provides a day by day record of official activities. If maintained in electronic form, the information should be printed out as often as necessary to provide a daily record.
Executive Department* date of document 4 yrs GS 10008 Archival
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* date of document 4 yrs GS 10003 Archival
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, email; 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 University Information. Note: Information/advice published online by the agency continues to be "provided" until the date it is removed/withdrawn.
Executive Department* communication received or provided, whichever is later 4 yrs GS 10007
rev. 1
Archival

Possibly Essential
HISTORY FILES
Documentation of the history and development of an office, program, or event. May include photographs, videotapes, newsletters, scrapbooks, or articles.
Executive Department* calendar year 5 yrs GS 10013 Archival
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* until superseded 3 yrs GS 10010 Archival

Essential
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* date of document 6 yrs GS 10004 Archival

Essential
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* date of document 4 yrs GS 10005 Archival

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* until superseded 6 yrs GS 10002 Archival

Possibly Essential
QUALITY AND PERFORMANCE IMPROVEMENT DOCUMENTATION
Documentation of plans and processes for improving agency quality and performance. May include meeting 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* date of document 6 yrs GS 10011 Archival
SPEECHES AND WRITINGS
A record of speeches, tapes and videos of speeches, and transcripts of speeches, 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* date of documentv 4 yrs GS 10006 Archival
STUDIES AND OPERATIONAL PLANS
Major administrative 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. Does not apply to program-specific plans.
Executive Department* until superseded
or
no longer applicable
4 yrs GS 10001 Archival

Possibly Essential