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.
Trustee and Trustee Committee Meeting Records
Description
Documents actions taken and information presented to the Trustees at meetings of the full Board or its standing and ad hoc committees.
Confidential Information Present
Varies
Office of Record
Secretary of the Corporation Units providing staff support to Trustee committees
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.
Keep while active, then transfer to University Archives for permanent retention.
Agendas, minutes, resolutions, reports, attachments, exhibits (i.e., all material distributed to Trustees before, during, or after meetings for background, discussion, or action at meetings)
Action by Written Consent – signed versions and cover correspondence explaining the matter on which action is requested
Keep while active, then destroy. Destroy by shredding or file wiping if confidential information is present.
Drafts of meeting documents, including correspondence concerning revisions
Correspondence, notes, etc. regarding meeting logistics (location, parking, catering, document distribution processes) and other meeting preparations
Effective Date
May 2016
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.
Disposition schedules are based on the length of time records are needed to meet internal program management needs; satisfy external statutory and regulatory requirements; and to ensure the university has a reliable institutional memory. Questions should be addressed to the CWRU Archives at 368-3320 or archives@case.edu.
