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.
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 ÐÇ¿Õ´«Ã½ Archives at 368-3320 or archives@case.edu.
