RECORDS
90.01
Revised 8-11
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
Remarks |
| ADMINISTRATIVE MATERIALS WITH NO RETENTION VALUE - Information-only copies, or extracts of documents distributed for reference or convenience, i.e., announcements or bulletins - Miscellaneous notes that do not have legal or fiscal value, including phone message slips and transitory e-mail - Copies of published materials - Undistributed or extra copies - Blank forms not subject to audit - Preliminary drafts - Routing slips - Transmittal memos - Published reference materials received from outside sources - Stocks of publications - Copies of inter- or intra-agency memoranda, bulletins or directives of a general information and non-continuing nature |
Department* | no longer needed |
0 days | GS 50001 | |
| ADMINISTRATIVE PLANS, WORKING FILES, REPORTS AND SURVEY RESULTS Plans, working files and reports resulting from routine administrative operations and projects. May include work plans, compiled survey results, charts, diagrams, statistics, reports, research materials, drafts, and other documentation related to management studies, non-fiscal audits, surveys, and planning studies. Does not include executive level planning files or program level planning files. |
Department* | date of document |
2 yrs | GS 09006 | |
| AGREEMENTS, INTER-AGENCY, INTRA-AGENCY, AND INTER-GOVERNMENTAL Agreements entered into by public agencies for joint or cooperative action pursuant to the provisions of chapter 39.34 RCW. |
Department* | termination of agreement |
6 yrs | GS 06008 | |
| COMBINED FUND DRIVE Records and supporting documentation related to the Combined Fund Drive. May include committee meeting agendas, minutes, flyers, and advertisements. NOTE: The following documents should not be retained under this records series: Department of Personnel flyers, brochures, campaign guides, or deduction request forms. |
Combined Fund Drive Campaign Coordinator* | fiscal year | 3 yrs | GS 09021 | |
| COMPLAINTS, POLICY OR PROCEDURAL Complaints filed by University employees or the public relating to a policy and/or its implementation, procedures, or business practices that are being followed. May include documentation, filing forms, backup information, recommendations, resolutions, and related memoranda and correspondence. NOTE: This records series does not include records related to personnel complaints (see the Payroll/Personnel Records table) or records of complaints related to improper governmental actions, which are retained by the Internal Auditor. |
Department* | resolution | 3 yrs | GS 09016 | |
| CORRESPONDENCE, GENERAL Routine correspondence concerning day-to-day office administration and activities. Includes correspondence between other offices within WSU, routine correspondence with other agencies, and correspondence with the public on routine matters. Does not include program correspondence, executive level correspondence, or correspondence concerning policies and procedures. |
Department* | activity | 30 days | GS 09005 | |
| ELECTRONIC COMMUNICATIONS RETENTION Electronic communications are methods of sending or receiving information, not types of records. Electronic communication methods include, but are not limited to, e-mail, instant messaging, social networking, and text messaging. Information generated or received on an electronic communication system needs to be managed according to the informational content of the message. Electronic communications messages that are public records must be identified, scheduled, and retained. (See 90.03.) |
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| HISTORY FILES Documentation of the history and development of an office, program, or event. May include photographs, videotapes, newsletters, scrapbooks, or articles. |
Department* | calendar year | 5 yrs | GS 10013 | |
| MINUTES AND FILES OF GENERAL OFFICE MEETINGS Minutes, agendas and meeting files from University staff meetings, internal committees, task force committees, and other internal University meetings which meet to coordinate activities, work out problems, serve as sounding boards, or vehicles for communication. |
Department* or Committee* |
date of document |
2 yrs | GS 09009 | |
| PLANS, ROUTINE Plans developed to guide routine administrative operations. May include work plans and plans for specific administrative projects. Does not apply to University-level planning which involves major policy issues or University-wide administrative matters. |
Department* | date of document |
2 yrs | GS 09008 | Possibly Essential (plans for essential operations or services) |
| POLICIES AND PROCEDURES, ROUTINE GENERAL OFFICE Policies and procedures covering the routine, day-to-day operations of an office or unit. Does not include University mission-related policies and procedures. |
Department* | until superseded | 0 days | GS 09001 | Possibly Essential |
| PROJECT FILES Documentation of projects representing a groundbreaking approach or historical significance. May include project management documents such as project team n otes, minutes and agendas, studies, surveys, progress reports, correspondence, research and background files, presentation materials, cost estimates, implementation plans, and final reports files as part of the project subject. NOTE: This records series does not include capital projects, grant-funded projects, or program files. |
Department* | end of project | 2 yrs | GS 09018 | Archival |
| REFERENCE FILES Reference files containing copies of correspondence, reading or day files, e-mail, mailing or address lists, memoranda, notes, telephone message slips, routine requests, copies of reports, studies, articles, reference copies of minutes, distribution lists, calendars. appointment books, routine telephone logs, and other general reference information on office administrative issues and concerns, used to support administrative analysis, planning and development. Does not include executive level records or program level files. |
Department* | no longer needed |
0 days | GS 09002 | |
| SUBJECT FILES Files arranged alphabetically by topic for subjects of relevance to the work of an office. May include correspondence, reports and statistics. Does not include secondary copies. |
Department* | calendar year | 2 yrs | GS 09019 | |
| SURVEY RESPONSES, INDIVIDUAL Individual responses to surveys or questionnaires. |
Department* | no longer needed |
0 | GS 09020 | |