These records include 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.
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Any office:90 days
|
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| Equipment History Records. Documentation pertaining to equipment; may list specifications and contain warranties.
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Originating office: Until equipment disposed of
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| 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
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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University Archives & Records Center: 1 year after last records series disposed of | Any office: 1 year after superseded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
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Any office: 1 year after last record item destroyed
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| Space Allocation Report. Provides record of space assigned to department.
|
Space Administration: 4 years after end of quarter
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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
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