Meeting Records - Governing or Policy-Setting Committees, Councils, Task Forces, and Other Bodies

Who can use this?

All Offices

This is part of the WWU General Records Retention Schedule.  

Record Description:

 

Records documenting the actions, meetings, and membership of policy-setting/decision-making boards, committees, commissions, councils, task forces, etc. May apply to bodies at the university, division, college, or departmental level.
 
Includes, but is not limited to:
  • Agendas, meeting/agenda packets (briefs, reference materials, documents for approval, etc.)
  • Speaker sign-up, written testimony (if applicable)
  • Audio/visual recordings and transcripts of proceedings
  • Minutes
  • Orders, resolutions, etc.
  • Records documenting final decisions on membership appointments, reappointments, and terminations
  • Selected images/photographs showing the committee membership at particular points in time (such as board/committee portraits, etc.) and/or significant stages of the board/committee’s life.
Excludes:
  • Staff meetings (use GS 09009.0001.19111)
  • Search and Recruitment records (use GS 03012.0001.18404)
  • Advisory Body Records (use GS 10015.0001.19113)
  • Meeting and Board/Committee Administrative Arrangements (use GS 09024.0001.19113)
  • Meeting Materials – Members’ Copies/Notes (use GS 09026.0001.18673)
 

 

Retention Requirement: 6 years after end of calendar year OR Until end of calendar year, (May be transferred to Archives at any time within the span from earliest to latest retention)

Disposition after Retention: Transfer to Archives for permanent retention

Recordkeeping Note:

These records may be transferred to Archives at any time during the retention period.

 

Record Status: ESSENTIAL (for Disaster Recovery), ARCHIVAL (Permanent Retention)

Disposition Authority Reference: GS 10004.0001.18332

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Function: Governance and Administration - Internal