WWU02 - Departmental/Office Administration Records

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WWU02 - Departmental/Office Administration Records

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Section WWU02 covers record 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.

Records Series Title and Statement of Function/Purpose

Location and Retention of Official Copy

Retention of One Other Copy

Agreements, Hold Harmless (Adults). 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.

Any office: 6 years after end of academic year

 

Agreements, Hold Harmless (Minors Under Age 18).  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.. Holds university harmless from liability for injuries and/or damages not caused by negligence.

Any office: 6 years after minor reaches age 18

 

Annual and other Internal Reports. Summarizes departmental activities, goals and objectives.

Originating office: 4 years after end of academic year; transfer to University Archives at end of retention period for historical preservation

 

Audiovisual Records. 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.

Any office: Records are potentially archival.  Transfer to University Archives after administrative purpose is served. Include documentation regarding the records' purpose and use, as well as any release forms.

The University Archivist will appraise the records for eligibility for presrvation in the University Archives.

 

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

Originating office: Retain for 30 days; Files may have archival value in selected administrative offices; contact the University Archives & Records Center before disposing of these files

 

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

Contracts Administration: 6 years after termination of contract

Any office: 1 year after termination of contract

Correspondence Files, Department/Office Administration. 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.

Originating office: 4 years after end of academic year

 

History File. Documents the history and development of the department/office.

Originating office: 10 years after end of calendar year; transfer to University Archives at end of retention period for historical preservation

 

Newsletters, Bulletins. Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are transferred to Wilson Library Special Collections at time of publication.

Any office: Transfer two copies to Wilson Library Special Collections for historical preservation when item is published

 

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

Originating office: 1 year after revised; transfer to University Archives at end of retention period for historical preservation

 

Photographic Records. 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.

Any office: Records are potentially archival.  Transfer to University Archives after administrative purpose is served. Include documentation regarding the records' purpose and use, as well as any release forms.

The University Archivist will appraise the records for eligibility for presrvation in the University Archives.

(Preferably, materials will be fully identified)

 

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

Originating office: 4 years after end of academic year; transfer to University Archives at end of retention period for historical preservation

 

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

Originating office: 1 year after revised; transfer to University Archives at end of retention period for historical preservation

 

Special Projects & Activities. 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.

Any office: 4 years after end of academic year, transfer to University Archives at end of retention period for historical preservation.

 

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

Any office: 1 year after results compiled.

 

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