WWU档案 and 记录管理
保留及处置政策
This policy was approved by the President's Cabinet on August 16, 2006. It is the university's policy regarding the retention and disposal of records.
目的
The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained in accordance with all applicable legal and policy requirements in order to ensure that university records are not improperly or prematurely disposed of by a university department. 同时, this policy seeks to give guidance to university employees as to appropriate time frames under which university records that are no longer necessary for the operation of the university may be properly disposed of, thereby providing for efficient and effective use of the university's limited storage capacity. Electronic copies are adequate as long as they cannot be manipulated or changed, and saved where they can be easily accessed.
政府
记录保留 & Disposal Committee governs the retention and disposal of the university's records and consists of the Director of 招生, the Director of University Relations, 控制器, 人力资源总监, the Director of Information Services, 风险管理处处长 & 安全管理, the Technical Services/Systems Librarian, 植物服务部主任, 注册主任, and the Director of 学生财务服务. The Vice President of 金融 政府 shall serve as the committee chair.
记录保留 & Disposal Committee is authorized to perform the following functions:
- Identify and evaluate which records should be retained;
- Publish a retention and disposal schedule that is in compliance with local, state and federal laws;
- Monitor local, state, and federal laws affecting records retention;
- Annually review and make recommendations on revisions to the records retention and disposal program;
- Serve as a resource for all departments with questions regarding compliance with the records retention and disposal program.
Each department head will prepare a listing of major documentation used and maintained by the department and will compare it to the documents listed in the Records Retention & 处理政策. 除了, each department head periodically will review currently-used records and forms to determine whether these records and forms are adequate and appropriate for each department's requirements, as well as manage a systematic disposal of outdated documents to prevent unnecessary storage and misfiling. A large capacity shredder is available for use at Plant Services.
Each department head periodically will review the policy to determine any special circumstances that necessitate changes in the retention periods. Requests for changes in retention periods or deviations from specified retention periods should be made to the Chair of the Records Retention & Disposal Committee, and may be implemented only after approval.
In the event of a governmental audit, investigation or pending litigation, records disposal may be suspended at the direction of the V.P. of 金融 政府 or 风险管理处处长 & 安全管理. 此外，V.P. of 金融 政府 or 风险管理处处长 & 安全管理 should be informed of any situation that might give rise to legal action as soon as the situation becomes apparent.
适用性
This policy applies to all records generated in the course of the university's operation, including both original documents and reproductions. It also applies to records stored on computer and microform as well as paper records.
If you have any questions concerning this Records 保留及处置政策, contact the 风险 and 安全管理 office at 527-2250.
表格使用的编码:
act = while active, employed, or enrolled
cc = copy sent to Archives as soon as produced
烫发
Links to Specific Records Retention Schedules (PDF Format)
一般 -机构和法律记录, 机构的出版物, 设施, 融资, 诉讼记录, 以及委员会会议记录
人力资源与安全 - employment applications and listings, 工资, 员工个人档案, 一般人力资源档案, 员工医疗记录, 健康记录, 安全记录, 以及教职工档案
机构财务记录 - accounts receivable and payable records, 资本财产, financial records and federal tax records
学生记录:
学术 - Enrollment, Records, and Student Finance Offices; individual student records
金融 - 威尼斯人彩票直营 records and individual (student) fiscal records