Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-17
Procedures, Records, and Forms
509-335-2005

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

PDF link

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)
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 Reference copy under 85-09-36077 Rev. 1
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


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 admininstrative 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
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
Department
(reference copy)
Retain until no longer needed for University business, 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
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 10016
Archival (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:
Executive Department*
Retain for 6 years after conclusion of study, then destroy.
GS 09030