Committee and Council Files

Records that document the activities of standing and ad hoc committees and councils made up of members from a variety of units. The committees are charged with formulating and recommending policies and procedures, establishing standards and requirements, performing an advisory function, or reviewing petitions, appeals, and deviations from policy. Types of committees include administrative committees (those appointed by an administrator) and faculty senate committees (those created by the faculty senate's executive committee). They may function as steering committees, activities committees, standards committees, planning committees, academic committees, awards committees, councils, etc. Committees may be chaired by the director of a specific division/department or rotate to different chairs on a regular basis. File may include agendas, meeting minutes, reports, notes, working papers, correspondence, and other related records.

Category

Administration

Retention Period

Confidential information should be restricted to only those with proper authorization. The Chairperson will appoint a records keeper and that person will maintain all official records of the proceedings. Permanent records include agendas, minutes, reports, and essential correspondence; Retain all other records for current year plus two then dispose of.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008