RECORDS
90.01
Revised 8-06
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 - Reservations and confirmations - Copies of inter- or intra-agency memoranda, bulletins or directives of a general information and non-continuing nature |
Department* |
no longer |
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 |
2 yrs |
GS 09006 |
|
| 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* |
FY |
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. |
Department* |
resolution |
3 yrs |
GS 09016 |
|
| ELECTRONIC MAIL (E-MAIL) RETENTION E-mail messages are public records are public records when they are created or received in the transaction of public business and retained as evidence of official policies, actions, decisions, transactions, or contain valuable informational content related to University business. To assure appropriate management of public records with assigned retention periods generated or received through an e-mail system, transfer messages to paper, disk, or computer hard drive and file and retain according to the legal retention required for the informational content of each message. |
|||||
| GENERAL CORRESPONDENCE 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 |
|
| HISTORY FILES Documentation of the history and development of an office, program, or event. May include photographs, videotapes, newsletters, scrapbooks, or articles. |
Department* |
CY |
5 yrs |
GS 10013 |
|
| INDIVIDUAL SURVEY RESPONSES Individual responses to surveys or questionnaires. |
Department* |
no longer |
0 |
GS 09020 |
|
| MINUTES AND FILES OF GENERAL OFFICE MEETINGS Minutes, agendas and meeting files from department staff meetings, internal committees, task force committees, and other internal department meetings which meet to coordinate activities, work out problems, serve as sounding boards, or vehicles for communication. |
Department* |
date of |
2 yrs |
GS 09009 |
|
| 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 |
0 days |
GS 09002 |
|
| ROUTINE GENERAL OFFICE POLICIES AND PROCEDURES 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* |
US |
0 days |
GS 09001 |
Possibly Essential |
| 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* |
date of |
2 yrs |
GS 09008 |
Possibly Essential |
| 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* |
CY |
2 yrs |
GS 09019 |
|