Records Management
The 51福利社 Archives at the Zhang Legacy Collection Center collects, preserves and provides access to the official records of Western Michigan University.
Transferring records to the Archives
Records should be transferred to the Archives according to the retention and disposal schedule. The Archives accepts records where the referral destination indicates 鈥淎rchives.鈥 Records where the referral destination indicates "Destroy" or 鈥淣otify Archivist for review鈥 should be retained by the originating department until the records retention period is met.
The Archives will accept records identified in 51福利社's Record Retention Guide with retention periods of eight or more years. The Archives will not accept records with retention periods of seven years or less.
Steps for sending records
Retention and disposal schedule
| Item description | Normal period of retention | Referral (destination) |
|---|---|---|
| Minutes: Of staff meetings, committees or other groups functioning for the office. | 3 years | Archives |
| Correspondence. | 3 years | Archives |
| Reports, Annual Reports, or reports prepared on department activities. | 3 years | Archives |
| Policies, Procedures, Regulations: Official that concern office operations. | 3 years after expiration | Archives |
| Publications, Catalogs, Bulletins | While useful | Archives |
| Budget Material: Office copies of records prepared for the budget, such as Budget Allotment Summary, Personal Service Lists, Budget Request Data, and correspondence and information relative to budget adjustments. | Audit | Destroy |
| Cash Receipts: Copies of cash receipts, cash reports, payable vouchers, data processing runs. | Audit | Destroy |
| Telegraph and Telephone: Billing and payment records (including those in special grants), records of long distance calls, etc. | Audit | Destroy |
| Payroll: Attendance Record, Time Reports, Time Sheets, etc. | Audit | Destroy |
| Maintenance: Requisitions and Delivery Reports for office equipment, supplies, etc. | Audit | Destroy |
| Personnel Records: Files kept on department personnel for the convenience of the office, but not an official personnel file. | While useful | Notify Archivist for review |
| Student files: (Student academic file) | 5 years after last activity | Destroy |
| Photographs, recordings, programs, etc., prepared in the course of official social functions or official activities | While useful | Archives |
| Brochures, Books, Periodicals, Newsletters (any official publication of the University) | Two copies of all publications are to be sent to Archives at the time of first issue. It is the responsibility of the office to see that this is done. | |