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UNIVERSITY ARCHIVES

 

Case Western Reserve University
Records Disposition Schedule

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

General Administration

Description

Documents office management, information routing and tracking, and routine operation of programs and the issues and situations that occur during the daily administration of program activities, including

  • Mail, document, and message handling
  • Vacation and meeting scheduling
  • Travel arrangements
  • Office supply control
  • Routine inquiries and replies

Documents unit staff meeting proceedings

Documents on-going and one-time planning, review, and evaluation of unit programs, projects, and services

Confidential Information Present

Varies

Office of Record Units managing programs and projects
Other Offices Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Office Management and Operations Records: Keep while active, then destroy.
  • Telephone message slips
  • Routine telephone logs
  • Tracking logs
  • Routing slips
  • Fax cover sheets
  • Post-it cover slips and instructions
  • Email cover messages
  • Mailing lists
  • Internal procedures
  • Supply inventories
  • Discussion notes
  • Status updates
  • Acknowledgements
  • Meeting announcements
  • Related correspondence and email
Staff Meeting Records: Keep while active, then transfer to University Archives for review.
  • Agendas
  • Minutes
  • Working papers
  • Reports and presentations
  • Related correspondence and email
Planning and Review Records: Keep while active, then transfer to University Archives for permanent retention.
  • Background documents
  • Organizational charts
  • Proposals and plans
  • Reports (draft, annual, interim, and final)
  • Reviews
  • Self-studies
  • Statements of mission, goals, objectives
  • Surveys
  • Related correspondence and email
Notes Telephone and activity logs associated with crises should be transferred to University Archives for review.
Effective Date December 2006
Revision Date not applicable

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.