Records Retention Schedule
|
Series |
Record Series |
Responsible Officer |
Retention Period |
To LAUC Archives |
Vital Yes / No |
Comments / Suggestions |
|---|---|---|---|---|---|---|
1 |
General Records |
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|
Finding aid |
LAUC Archivist or Division Secretary |
As long as current |
Yes |
No |
Versions should be replaced as they are updated and revised. It’s not necessary to keep historic versions. |
|
|
Organization chart |
Secretary |
Perm |
Yes |
Yes |
An organizational chart should be filed annually, even if there are no changes in the organizational structure. |
|
|
Constitution / bylaws |
Secretary |
Perm |
Yes |
Yes |
Revisions / modifications should be filed after the year in which they are ratified. |
|
|
LAUC history |
Secretary |
Perm |
Yes |
No |
File updates / revisions as they are produced and officially accepted. |
|
|
Election materials |
Secretary |
Perm |
Yes |
No |
Retain only the slate of candidates and final election counts. |
|
|
LAUC publications |
Secretary |
Perm |
Yes |
No |
||
2 |
President / Division Chair |
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|
Correspondence |
President / Chair |
Perm |
Yes |
No |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives. |
|
|
Annual summary report |
President / Chair |
Perm |
Yes |
Yes |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives. |
|
|
Agendas / Minutes for General & Divisional Assemblies |
Secretary |
Perm |
Yes |
No |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives. |
|
|
Position / White papers |
President / Chair / Other members of exec. council |
Perm |
Yes |
No |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives |
|
3 |
Financial Records |
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|
Annual financial report |
President |
Perm |
Yes |
No |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives |
|
|
Budget allocations Statement of allocation to the organization and its distributions to standing committees and other entities |
President |
Perm |
Yes |
No |
Digital: transfer annually. Analog: passed along for 5 years, then to Archives. |
|
|
Accounts payable |
Sec. / Treasurer |
5 years |
No |
No |
Digital/analog: passed along for 5 years, then destroyed. |
|
|
Accounts receivable |
Sec. / Treasurer |
5 years |
No |
No |
Digital/analog: passed along for 5 years, then destroyed. |
|
|
Bank records |
Sec. / Treasurer |
5 years |
No |
No |
Digital/analog: passed along for 5 years, then destroyed. |
|
4 |
Standing Committees, Liaisons, & Task Forces (A-Z by name) |
|||||
|
Rosters List of committee members by committee. Not a list of the general membership. |
Committee Chair |
5 years |
Yes |
No |
Digital: transfer annually. Analog: passed from committee chair to committee chair for 5 years, then to divisional archive. |
|
|
Agendas and minutes |
Committee Chair |
5 years |
Yes |
No |
Digital: transfer annually. Analog: passed from committee chair to committee chair for 5 years, then to divisional archive. |
|
|
Manuals and guidelines and revisions thereof |
Committee Chair |
5 years |
Yes |
No |
Digital: transfer annually. Analog: passed from committee chair to committee chair for 5 years, then to divisional archive. |
|
|
Annual reports and other important reports |
Committee Chair |
5 years |
Yes |
No |
Digital: transfer annually. Analog: passed from Committee Chair to committee chair for 5 years, then to divisional archive. |
|