Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 8-06
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Mail Services Records

PDF link

Title
Mail Services Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

FIRM MAILING BOOK (COMMERCIAL MAILING SERVICES)
A record of the assignment of control numbers for registered, insured, certified and C.O.D. mail.

Campus Mailing Services*

FY

6 yrs

GS 13010

  
MAIL PICKUP AND DELIVERY RECORDS
Mail logs, copies of certified or registered mail receipt forms, signed pickup and delivery receipts, and related records. Includes, but not limited to: Receipt for Certified Mail, Mail Arrival Notice, Certificate of Mailing, Return Receipt for Registered, Insured and Certified Mail, Sender's Statement and Certificate of Bulk Mailing, Return Receipt for International Mail, Special Delivery Notice, and receipts for the pickup of parcels and packages by such private vendors as UPS and Federal Express.

Campus Mailing Services*

FY

3 yrs

GS 13001

  
POSTAGE METER RECORDS
A record of the number and classification of items mailed by WSU campus mailing offices. Includes Daily Record of Meter Readings, Application for Postage Meter License, and related documentation.

Campus Mailing Services*

FY

6 yrs

GS 13003

Possibly
Essential

RECORD OF POSTAL CHARGES
General accounting records for postal activities. Includes Application and Voucher for Refund of Postage Fees, Invoice Voucher Request for Payment to U.S. Postal Service, Postal Service Charge Verification, Daily Cash Report, Post Office Receipt of Money, Receipt for Postage Meter Readings, Postage Due Bill, and related documentation.

Campus Mailing Services*

FY

6 yrs

GS 13004

  
STATEMENT OF BULK RATE MAILINGS
Certification to the U.S. Postal Service that mail is properly prepared and presorted and qualifies for bulk rate mailing.

Campus Mailing Services*

FY

6 yrs

GS 13008

  
STATEMENT OF MAILING WITH PERMIT IMPRINTS
Certification to the U.S. Postal Service that mail is properly prepared and presorted and qualifies for special postage rate.

Campus Mailing Services*

FY

6 yrs

GS 13009

  
STATEMENT OF OWNERSHIP, MANAGEMENT AND CIRCULATION
Biennial statement submitted to the U.S. Postal Service showing ownership and total distribution of University publications.

Campus Mailing Services*

FY

6 yrs

GS 13007