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

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Title
Administrative--General Office Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action 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* Retain for 2 years after
date of document,
then destroy.
GS 09006
AWARD FILES
Provides a record of application and related materials for national, regional, and statewide awards processed by the University. Includes, but is not limited to: awards processed by the Office of the Provost and Executive Vice President
(e.g., Faculty Excellence, Carnegie (CASE) Professor of the Year, Burlington Northern, Bryn Mawr Awards); awards processed by WSU Extension.
Department* Retain for 2 years after
award,
then
Transfer to Archives for appraisal and selective retention.
16-06-68981
Rev. 0
Archival
(appraisal required)
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 GS 01061: Payroll Register, Deductions.
Charity Fund Drive
Campaign Coordinator*
Retain for 6 years after
end of fiscal year,
then destroy.
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/Personnel Records table) or records of complaints related to improper governmental actions, which are retained by the Internal Auditor.
Department* Retain for 3 years after
resolution of complaint,
then destroy.
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* Retain for 30 days after
date of document,
then destroy.
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* Retain for 2 years after
communication received or provided,
whichever is later,
then destroy.
GS 09022
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.)
Department* Retain in accordance with the records series that is applicable to the informational content
of the message.
(See 90.03.)
-- various --
HISTORY FILES
Documentation of the history and development of an office, program or event. May include photographs, videotapes, newsletters, scrapbooks or articles.
Department* Retain for 6 years after
end of calendar year,
then
Transfer to Archives for appraisal and selective retention.
GS 10013 Archival
(appraisal required)
MINUTES AND FILES OF GENERAL OFFICE MEETINGS
Minutes, agendas and meeting files from agency staff meetings, internal committees, task force committees and other internal agency meetings which meet to coordinate activities, work out problems, serve as sounding boards, or as vehicles for communication.
Department* Retain for 2 years after
date of document,
then destroy.
GS 09009
NONEXECUTIVE CALENDARS
A record of appointments, meeting schedules, itineraries and task lists for the University s nonexecutive employees. Provides a day by day record of activities.
Department* Retain for 6 years after
end of calendar year,
then destroy.
GS 09023
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* Retain for 6 years after
end of project,
then
Transfer to Archives for appraisal and selective retention.
GS 09018 Archival
(appraisal required)
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* Retain until
no longer needed,
then destroy.
GS 09002
Rev. 1

ROUTINE GENERAL OFFICE POLICIES AND PROCEDURES
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* Retain until superseded, then destroy. GS 09001
ROUTINE PLANS
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* Retain for 2 years after
date of document,
then destroy.
GS 09008 Essential
(plans for essential operations or services)
ROUTINE UNIVERSITY INFORMATION
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* Retain until
no longer needed,
then destroy.
GS 50002
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* Retain until
no longer needed,
then destroy.
GS 50005
SUBJECT FILES
Files arranged alphabetically by topic for subjects of relevance to the work of an office. May include correspondence, memos, reports and statistics.
Does not include secondary copies.
Department* Retain for 2 years after
end of calendar year,
then destroy.
GS 09019
SURVEY RESPONSES, INDIVIDUAL
Individual responses to surveys or questionnaires.
Department* Retain until
no longer needed,
then destroy.
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, worksheets, spreadsheets, presentations, & 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 (including voicemail, digital voice messages).
- Letters of transmittal which do not add any information to the transmitted materials.
Department* Retain until
no longer needed,
then destroy.
GS 50001
Rev. 1