Section 2: Departmental and Office Administration Records

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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 05006.014

Advertising and Promotion (Official Copy).

Records relating to the planning and/or execution of advertising and promotional activities conducted by the agency to promote the agency’s mission or business. Includes, but is not limited to: Marketing plans/strategies; Records relating to the development of advertising campaigns/materials (such as original artwork, designs, storyboards, etc.); Samples of advertising materials (regardless of format); Records relating to the evaluation of campaigns/strategies; Records relating to the design/selection of agency branding (such as logos, mottos, slogans, etc.); Related correspondence/communications. Excludes: Financial records, which are covered by records series under the "Financial Records"

Official copy held by: Any office.

Retain until administrative purpose served

then

Any office: Transfer to Archives for selection and historical preservation

 

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 25001.008

Authorization -- Building/Facility Access (Official Copy).

Records documenting the authorization of access for employees (including contractors and volunteers) to University buildings and facilities. Includes, but is not limited to: Requests and approvals for access and permissions; Assignment of security identification badges, building/card keys, access Official copy held by: Any office.

Retain for 6 years after termination of access

then

Any office: Destroy

 

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 05008.001

Celebrations/Ceremonies/Events – Routine (Official Copy).

Records relating to the agency’s involvement in routine celebrations/ceremonies/events (such as staff recognition, retirement ceremonies, etc.). Includes, but is not limited to: Photographs, audio/visual recordings; etc.; Websites, social media sites, etc.; Planning and coordination records. Excludes records covered by records series under the "Financial Records" section of the WWU General Schedule.

Official copy held by: Any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 05009.001

Celebrations/Ceremonies/Events – Significant (Official Copy).

Records relating to the agency’s involvement in celebrations/ceremonies/events of particular significance to the agency and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, etc.). Includes, but is not limited to: Programs, lists of VIPs in attendance, etc.; Photographs, audio/visual recordings, transcripts of speeches; Samples/designs of logos, commemorative items; Websites, social media sites, etc.; Planning and coordination records. Excludes records covered by records series under the "Financial Records" section of the WWU General Schedule. 

Official copy held by: Any office.

Retain until no longer needed for agency business

then

Any office: Transfer to Archives for selection and historical preservation

 

GS 50013.013

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

 

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

Note: Official copy held by Contracts Administration.

GS 09022.033

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 21001.005

Equipment History Records (Official Copy).

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

Official copy held by: Any office.

Retain for 6 years after disposal of asset

then

Any office: Destroy

 

GS 10013.001

History File (Official Copy).

Documents the history and development of the department/office.

Official copy held by: Originating office.

Retain for 6 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 05006.013

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.

Retain until administrative purpose served

then

Any office: Transfer to Archives for selection and historical preservation

 

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

 

Photographs and Audiovisual Materials.

Photographs and audiovisual materials should be retained according to the activity or function which they document. If uncertain how to classify these records, please contact University Archives.

Photographs or audiovisual materials may fall under any of the following records series (contact University Archives with questions, or if none of the series listed here apply):

 

 

GS 09008.005

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 completion/expiration of plan

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 no 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 11005.009

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 until life of the agency

then

Any office: Destroy

 

GS 10016.001

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 conclusion of study

then

Any office: Transfer to Archives for selection and historical preservation

 

GS 50012.001

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 verification of successful conversion/keying /transcription

then

Any office: Destroy

 

GS 01050.027

Youth Program Records (Official Copy).

Records documenting Western-sponsored programs and events in which minors participate. Includes background checks on university representatives; permission slips/hold-harmless agreements signed by parents or guardians; registration of the program with the University; and records of trainings taken by University representatives (see University policy: POL-U5300.21). (This records series does not include medical records created by clinics and child-care centers on campus, or to the educational records of minors who are matriculated students at Western.)

Official copy held by: Any program unit.

Retain for 24 years after calendar year

then

Any program unit: Destroy

Note: Retention period is meant to insure that records are kept until any minor participating in a Western program has reached the age of 18 plus an additional 6 years. This records series is based on the Contracts and Agreements records series, which governs the hold harmless agreements. Other documentation included in this records series is considered supporting documentation for this hold harmless agreement.

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