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--General Office Operations

PDF link

Title
Administrative--General Office Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

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.
Department* date of
document
2 yrs GS 09006  
CALENDARS--NONEXECUTIVE
A record of appointments, meeting schedules, itineraries and task lists for the University's non-executive employees. Provides a day-by-day record of activities.
Department* calendar year 1 yr GS 09023  
CHARITY FUNDRAISING
Records documenting the University's coordination, participation, and support of fundraising campaigns and promoting employee payroll deductions for charities. Includes, but is not limited to, decision process for selecting charity campaigns to support; communication between the agency and charities;dissemination of charity information; arrangements and promotion of campaign events. Excludes authorization of payroll deductions covered by GS 01060: Payroll Register and GS01061: Payroll Register, Deductions.
Charity Fund Drive Campaign Coordinator* fiscal year 6 yrs GS 09021
Rev. 1
 
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 and 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. May include correspondence between other offices within the University, routine correspondence with other agencies, and correspondence with the public on routine matters.
Note: This series does not include program correspondence (covered by GS 09022), or executive level correspondence (covered by GS 10007).
Department* date of document 30 days GS 09005
Rev. 1
 
CORRESPONDENCE--PROGRAM
Internal and external communications to or from employees (includes contractors and volunteers), that are made or received in connection with the transaction of public business, and that are not covered by a more specific records series. Includes all communication types, regardless of format:
- Correspondence, email, forms;
- Websites, webforms, webpages, social networking posts and comments, etc.;
Includes, but is not limited to:
- Requests for and provision of information/advice;
- University-initiated information/advice.
Excludes:
- Executive correspondence covered by GS 10007;
- General correspondence covered by GS 09005;
- Public records requests covered by GS 05001;
- The provision of routine information covered by GS 50002.
Note: Information/advice published online by the University continues to be "provided" until the date it is removed/withdrawn.
Department* communication received or provided,
whichever is later
2 yrs GS 09022  
DEPARTMENT COMMITTEE MINUTES
Minutes and other records of the committees which function within the department contributing to the department's governance and management.
Department* fiscal year 3 yrs 11-12-63647 Potential University Archives
DEPARTMENTAL PLANNING
Administrative unit's goals and objectives. Provides reference for continued planning.
Department* fiscal year 4 yrs 11-12-63648 Archival
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.)
         
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 Archival
INFORMATION--ROUTINE
Internal and external requests for, and provision of, routine information about the operations of the University, such as:
- Business hours, locations/directions, web/e-mail addresses;
- Meeting dates/times
Department* no longer needed 0 GS 50002  
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 as 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
POLICIES AND PROCEDURES, ROUTINE GENERAL OFFICE
Policies and procedures covering the routine, day-to-day operations of an office or unit.
NOTE: Does not include University mission-related policies and procedures. See GS 10002: Policies and Procedures (in the Administrative--Executive Level Records table).
Department* until superseded 0 days GS 09001 Possibly Essential
PROJECT FILES
Documentation of state projects which have innovative or historical significance. May include project management documents such as project team notes, minutes and agendas, studies, surveys, progress reports, correspondence, research and background files, presentation materials, cost estimates, implementation plans and final reports filed as part of the project subject.
NOTE: This series does not include capital projects, program files, federally-funded or grant-funded projects.
Department* end of project 6 yrs GS 09018 Archival
REFERENCE FILES (CONVENIENCE COPIES)
Files containing reference copies of correspondence, reports, studies, articles, minutes, and/or other reference materials which are maintained solely for ease of access and reference, and where not covered by a more specific records series.
Note: This series does not include executive level records or program level files.
Department* no longer
needed
0 days GS 09002
Rev. 1
 
SECONDARY (DUPLICATE) COPIES
Copies of records (created or received), provided that the University retains the primary record in accordance with the current approved minimum retention period. Includes, but is not limited to:
- Data extracts and printouts from University information systems.
NOTE: This does not apply to records series which have stated retention periods for secondary copies.
Department* no longer
needed
0 days GS 50005
Rev. 1
 
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  
TRANSITORY RECORDS
Public records that only document information of temporary, short-term value, and provided that the records are not needed as evidence of a business transaction and not covered by a more specific records series. Includes, but is not limited to:
- Miscellaneous notices or memoranda which do not relate to the functional responsibility of the University (notices of community affairs, employee meetings, holidays, etc.);
- Preliminary drafts of letters, memoranda, reports, work sheets, spreadsheets, presentations, and informal notes, etc., which do not represent significant basic steps in the preparation of record document(s);
- Routing slips used to direct the distribution of documents;
- Shorthand notes, stenotype tapes, and mechanical records, after they have been transcribed into typewritten or printed form on paper or microfilm;
- Telephone messages (incl, voicemail, digital voice messages);
- Letters of transmittal which do not add any information to the transmitted materials.
Department* no longer
needed
0 days GS 50001
Rev. 1