Section 2: Departmental and Office Administration Records

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Section 2: Departmental and Office Administration Records

Section Index  |  Alphabetical Index  |  Records Retention Schedule page

Section 2 covers records that relate to the internal operation of the department or office and documentation of internal policy. Included are policies and procedures, annual and other internal reports, organization and function files, planning and proposals, and memoranda and correspondence pertaining to the administration of the department or office.

Disposition Authority# Records series title and description Retention and Disposition Instructions

GS 01050.023

Agreements, Hold Harmless (Adults) (Official Copy).

Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Holds university harmless from liability for injuries and/or damages not caused by negligence.

Official copy held by: Any office.

Retain for 6 years after termination or expiration of instrument

then

Any office: Destroy

 

14-09-68610

Agreements, Hold Harmless (Minors Under Age 18) (Official Copy).

Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that WWU will not be held responsible for missed doses of medication or any consequences thereof.

Official copy held by: Any office.

Retain for 6 years after minor reaches age 18

then

Any office: Destroy

 

GS 10003.015

Annual and Other Internal Reports (Official Copy).

Summarizes departmental activities, goals and objectives.

Official copy held by: Originating office.

Retain for 4 years after date of document

then

Originating office: Transfer to Archives for selection and historical preservation

 

GS 15008.002

Audiovisual Records (Official Copy).

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

Official copy held by: Any office.

Upon publication, transfer one copy to university archives

GS 09023.001

Calendars, Appointment Books, Routine Telephone Logs (Official Copy).

Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc.

Official copy held by: Any office.

Retain for 1 year after calendar year

then

Any office: Destroy

 

GS 09002.014

Chronological/Day Files (Official Copy).

Date/reference numbered file of extra copies of all correspondence and memoranda originating from an office. Serves as back-up reference.

Official copy held by: Originating office.

Retain until no longer needed for agency business

then

Originating office: Destroy

 

GS 01050.013

Contracts & Agreements (Official Copy).

Official texts of contracts and agreements, including certificate of insurance and state forms SF110/11 when required, field order if applicable, and related correspondence. Pertains to purchased goods and services; property lease/rental; foreign studies and other services. This series does not include contracts for architects and engineers, listed separately.

Official copy held by: Contracts Administration.

Retain for 6 years after termination or expiration of instrument

then

Contracts Administration: Destroy

 

14-09-68624

Contracts and Agreements (Secondary Copies).

Official texts of contracts and agreements to which the University is a party. May include certificate of insurance and working papers.

Applies to secondary copy held by any office.

Retain for 1 year after termination of contract

then

Any office: Destroy

 

GS 09022.031

Correspondence Files, Department/Office Administration (Official Copy).

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

Official copy held by: Originating office.

Retain for 2 years after communication received or provided, whichever is later

then

Originating office: Destroy

 

GS 16006.004

Equipment History Records (Official Copy).

Documentation pertaining to equipment; may list specifications and contain warranties.

Official copy held by: Any office.

Retain for 3 years after disposition of item

then

Any office: Destroy

 

GS 10013.009

History File (Official Copy).

Documents the history and development of the department/office.

Official copy held by: Originating office.

Retain for 5 years after calendar year

then

Originating office: Transfer to Archives for selection and historical preservation

 

GS 50001.012

Interdepartmental Correspondence (Secondary Copies).

Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office’s programs. Filed by subject or by individual campus office. Documents distribution of information between campus offices.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 15008.001

Newsletters, Bulletins (Official Copy).

Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are also transferred to Wilson Library Special Collections at time of Official copy held by: Any office.

Upon publication, transfer one copy to university archives

 

GS 10003.014

Organizational and Function Records (Official Copy).

Provides a record of department/office structure and delegation of responsibilities.

Official copy held by: Originating office.

Retain for 4 years after date of document

then

Originating office: Transfer to Archives for selection and historical preservation

 

GS 15007.009

Photographic Records (Official Copy).

Provides a photographic record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include photographs in print, negative or slide formats.

Official copy held by: Any office.

Retain until administrative purpose is served

then

Any office: Transfer to Archives for selection and historical preservation

 

GS 09006.005

Planning and Proposals (Official Copy).

Includes plans and objectives for the department, with related support materials.

Official copy held by: Originating office.

Retain for 2 years after date of document

then

Originating office: Destroy

 

GS 09001.007

Policies and Procedures (Official Copy).

Provides a record of established policies and procedures for a department/office.

Official copy held by: Originating office.

Retain until superseded

then

Originating office: Destroy

 

GS 50005.030

Records Retention Schedule (WWU Form) (Secondary Copies).

Provides identification and disposition for all records found in the office.

Applies to secondary copy held by any office.

Retain until longer needed for agency business

then

Any office: Destroy

Note: University Archives and Records Management maintains copies of the official WWU retention schedule permanently.

GS 11009.011

Records Transmittal (Secondary Copies).

Provides an itemized list by box of records transferred to the University Archives and Records Management.

Applies to secondary copy held by any office.

Retain for life of the agency

then

Any office: Destroy

Note: University Archives and Records Management maintains the official copy of transmittal records permanently.

14-09-68677

Space Allocation Report (Official Copy).

Provides record of space assigned to department.

Official copy held by: Space Administration.

Retain for 4 years after quarter

then

Space Administration: Destroy

 

GS 50005.029

Space Allocation Report (Secondary Copies).

Provides record of space assigned to department.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 09018.001

Special Projects & Activities (Official Copy).

Includes writings, surveys, questionnaires (summary record of compiled responses, including blank sample survey or questionnaire), correspondence and other materials related to special projects and activities of a department.

Official copy held by: Any office.

Retain for 6 years after end of project

then

Any office: Transfer to Archives for selection and historical preservation

 

GS 09020.001

Surveys/Questionnaires (Official Copy).

Individual responses to surveys or questionnaires. (See "Special Projects and Activities" records series for survey/questionnaire reports.)

Official copy held by: Any office.

Retain until no longer needed

then

Any office: Destroy

 

Section Index  |  Alphabetical Index  |  Records Retention Schedule page