WWU03 - Office Management Files

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Section WWU03 covers housekeeping and other files necessary to maintain the office, such as records relating to office equipment, communications, records and forms management, and office hours.

Records Series Title and Statement of Function/Purpose Location and Retention of Official Copy Retention of One Other Copy
Calendars, Appointment Books, Routine Telephone Logs.Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc. Any office:90 days

 

 
Equipment History Records. Documentation pertaining to equipment; may list specifications and contain warranties. Originating office: Until equipment disposed of

 

 
Microfilm Services Request. (SSA-61) To request the microfilming of University records by the Central Microfilm Bureau, local service bureau, or sheltered workshops. State Archives, Olympia: 6 years after end of fiscal year University Archives & Records Center: 2 years after end of fiscal year
Microfilm Transmittal, SSA-1B. Provides an itemized list of University microfilm transferred to the State Archives for security storage. State Archives, Olympia:6 years after last record item destroyed

University Archives & Records Center: 6 years after last record item destroyed

 Any office: 1 year after last record item destroyed
Records Retention Schedule. (WWU Form) Provides identification and disposition for all records found in the office. State Archives, Olympia: 25 years after last records series disposed of, retained in Archives

University Archives & Records Center: 1 year after last records series disposed of

 Any office: 1 year after superseded
Records Transmittal. (WWU Form) Provides an itemized list by box of records transferred to the University Archives & Records Center University Archives & Records Center: 6 years after last records item destroyed Any office: 1 year after last record item destroyed
Space Allocation Report. Provides record of space assigned to department. Space Administration: 4 years after end of quarter Any office: Until revised
Transitory Records. May include routine requests for information (non-policy); copies of completed forms, bulletins, correspondence prepared for reference and information distribution. Does not include policy documents. Any office: May be destroyed as soon as they have served reference needs

 

 

 

Main Index  |  Alphabetical Index  |  Records Retention Schedule