RECORDS
90.01
Revised 7-08
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
Remarks |
| ANNUAL AND BIENNIAL REPORTS Summaries of the important activities and accomplishments of the University in narrative and statistical form. |
Executive Department* |
date of document |
4 yrs |
GS 10010 |
Archival |
| EXECUTIVE CALENDARS A record of appointments, task lists, and meeting schedules. Provides a day by day record of official activities. If maintained in electronic form, the information should be printed out as often as necessary to provide a daily record. |
Executive Department* |
date of document |
4 yrs |
GS 10008 |
Archival |
| EXECUTIVE LEVEL SUBJECT FILES Executive level documentation of the administration of University activities. May include organizational charts, narrative reports, reports from WSU divisions and sub-divisions, studies, news releases, newspaper clippings, correspondence, copies of minutes of meetings, management team meeting minutes, agendas, and other materials. Does not apply to program level records. |
Executive Department* |
date of document |
4 yrs |
GS 10003 |
Archival |
| MINUTES AND FILES OF POLICY-SETTING MEETINGS Minutes, agendas, and meeting files of the governing body of the University or of meetings that formulate policy, rules, or regulations for the University. May include multimedia recordings. |
Executive Department* |
date of document |
6 yrs |
GS 10004 |
Archival |
| OFFICIAL APPOINTMENT RECORDS A record of the procedure by which members are asked to serve by appointment or recommendation on any committee, council, board or task force. May include: correspondence, official appointment letters, instructions, notice of termination or reappointment, etc. |
Executive Department* |
termination of appointment |
6 yrs |
GS 10012 |
|
| OFFICIAL CORRESPONDENCE Correspondence and memos at the executive level, concerning policy issues, concerns, actions or issues. |
Executive Department* |
date of document |
4 yrs |
GS 10007 |
Archival |
| PAPERS OF EXECUTIVE DIRECTION A record of formal statements at the executive level of an agency, in regard to WSU policy, actions, and mission. May include formal issuances, directives, records of briefings, and presentations of policy in any form. |
Executive Department* |
date of document |
4 yrs |
GS 10005 |
Archival |
| POLICIES AND PROCEDURES Policies and procedures issued at the executive level of the organization to address organization-wide operations, critical organization functions, or issues of public visibility or concern. May include formal directives, formal policy statements, printed or published manuals, bulletins, orders, rules, or notices. Does not apply to policies and procedures which regulate activities outside the University or ones that are established through statute or through Washington Administrative Code (WAC) procedures. |
Executive Department* |
US |
6 yrs |
GS 10002 |
Archival |
| QUALITY AND PERFORMANCE IMPROVEMENT DOCUMENTATION Documentation of plans and processes for improving agency quality and performance. May include meeting documentation, plans, reports, presentations, training materials, correspondence, performance measures, statistics, and recommendations associated with efforts such as quality improvement, the Performance Partnership, Balanced Scorecard, Plain Talk, and the Government Management, Accountability and Performance program (GMAP). |
Executive Department* |
date of document |
6 yrs |
GS 10011 |
Archival |
| SPEECHES AND WRITINGS A record of speeches, tapes and videos of speeches, and transcripts of speeches, written presentations and other writings by the President or other executive level official (down to Dean's level), concerning University policy, concerns, actions or issues. |
Executive Department* |
date of document |
4 yrs |
GS 10006 |
Archival |
| STUDIES AND OPERATIONAL PLANS Major administrative 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. May include strategic plans and comprehensive plans for the administration, reorganization or operation of the entire University or major sub-division of the University. Does not apply to program-specific plans. |
Executive Department* |
US |
4 yrs |
GS 10001 |
Archival |