|
 |
|
University Archives > Records Retention
Schedules > Vital Records
Vital Records
In order to provide for the continuity and preservation
of Pacific Lutheran University, each elected and appointed
officer of the university shall designate those documents
which are essential records of his office and needed in
an emergency and for the reestablishment of normal operations
after any such emergency. A list of such records shall
be forwarded to the archivist. This list shall be reviewed
at least annually by the elected or appointed officer
to insure its completeness. Any changes or revisions following
this review shall be forwarded to the archivist. Each
such elected and appointed officer of the university shall
insure that the security of essential records of his/her
office is by the most economical means commensurate with
adequate protection. Protection of essential records may
be by vaulting, planned or natural dispersal of copies,
or any other method approved. Reproductions of essential
records may be by photo copy, magnetic tape, microfilm
or other method.. Offices may coordinate the protection
of their essential records with the archivist as necessary
to provide continuity under emergency conditions. (Paraphrased
from RCW 40.10)
Accreditation
Documentation (Vital Record)
Statistical,
descriptive and evaluative materials necessary to
achieve and maintain accreditation for a college,
department, or program with the professional association
that sets the standards related to that discipline.
May include accreditation standards and requirements.
Evaluative materials must have been created specifically
for accreditation.
Official Copy: President's
Office
Retention: 6 years after accreditation
received. Transfer to University Archives
Other Copies:
Retention: |
Administrative
Records for Grants/Contracts (Vital Record)
Official Copy: Business Office
Retention: Permanent.
Other Copies:
Retention: |
Application
for Research Support Funds - Awarded (Vital Record)
Official Copy: Business Office
Retention: Until superseded.
Other Copies:
Retention: |
Articles
of Incorporation (Vital Record)
Official Copy: President's Office
Retention: Until superseded.
Archival
Other Copies:
Retention: |
Bid
Documents (Vital Record)
Official Copy: Finance and Operations
Retention: 7
years.
Other Copies:
Retention: |
Blueprints
of Facilities (Vital Record)
Official Copy: Finance
and Operations
Retention: Pernanent.
Other Copies:
Retention: |
Board
of Regents (Vital Record)
A
record of actions taken and decisions made by PLU
Board of Regents. Includes agendas, minutes, reports,
correspondence, etc.
Official Copy: President's Office
Retention: End of president's
term. Transfer to University Archives
Other Copies: Any office
Retention: Destroy after current use
|
Bonds
(Vital Record)
Official Copy: Finance & Operations
Office
Retention:Until completed. Transfer
to University Archives
Other Copies:
Retention: |
Catalogs
- Undergraduate and Graduate (Vital Record)
Official Copy: Registrar's
Office
Retention: 5 years. Transfer
to University Archives
Other Copies:
Retention: |
Consent
Forms - Adult and Minor (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.
Other Copies:
Retention:
|
Contracts
and Agreements (Vital Record)
Official
text of contracts and agreements to which the University
is a party. May include certificate or insurance and
working papers.
Official Copy: Finance
and Operations
Retention: Until completed.
Other Copies: Any office
Retention: 1 year after termination
of contract |
Deeds
of University Owned Property (Vital Record)
Official Copy: Finance
and Operations
Retention: Permanent.
Other Copies:
Retention: |
Emergency
Procedures (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.
Other Copies:
Retention: |
Endowment
Fund Records (Vital Record)
Investments and Planning
Official Copy: Finance
& Operations Office
Retention: Permanent.
Other Copies:
Retention: |
Equipment
Inventory Reports - Physical Inventores (Vital Record)
Documentation
pertaining to equipment; may list specifications and
contain warranties.
Official Copy: Originating
office
Retention: Permanent.
Other Copies:
Retention: |
Insurance
Policies (Vital Record)
Official Copy: Finance
& Operations Office
Retention: Permanent.
Other Copies:
Retention: |
Medical
Record, Student (Vital Record)
Official Copy: Health
Center
Retention: 10 years after
graduation. Shred
Other Copies:
Retention: |
Organization
Charts and Lists (Vital Record)
Provides
a record of department/office structure.
Official Copy: President's Office
Retention: Permanent
until superceded. Transfer to Archives
Other Copies:
Retention: |
Patents
and Trademarks (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.
Other Copies:
Retention: |
Payroll
Information (Vital Record)
Official Copy: Payroll Office
Retention: 50 years.
Other Copies:
Retention: |
Personnel
Information(Vital Record)
Official Copy: Humans Resources
Retention: 50 years.
Other Copies:
Retention: |
Policies
and Procedures (Vital Record)
Provides
a record of established policies and procedures for
a department/office.
Official Copy: Any department or office
Retention: Until superseded.
Transfer to University Archives
Other Copies:
Retention: |
Research
Data (Vital Record)
Official Copy: Any department or office
Retention: Permanent.
Other Copies:
Retention: |
Research
Protocols (Drug Development and Human Subjects) (Vital
Record)
Official Copy: Any depatment or office
Retention: Permanent.
Other Copies:
Retention: |
Security
Codes (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.
Other Copies:
Retention: |
Technical
System Documentation(Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.
Other Copies:
Retention: |
Transcripts
(Vital Record)
Computer
on-line disk storage of courses taken, grades and
honors received, transfer and total credits, major
and minor; maintained as an indication of individual
student's status in relationship to degree requirements.
Official Copy: Registrar
Retention: Permanent.
Other Copies:
Retention: |
|
