Presidents Records
Administrative Correspondence
A. Description:
Concerns communications received and generated by the institution’s president. Letters pertain to information requests, responses to those inquiries; matters related to the board of trustees; administrative and fiscal operations of the institution; consultations with presidents of various colleges or universities; information pertaining to professional organizations and educational authorities; and other related topics.
B. Retention:
- Office: 3 years. Microfilm optional
- University Archives: Permanent
Administrative Files
A. Description:
Document executive actions, decisions and interactions with key officials of the institution. Information in the form of memoranda, policy statements, and reports concerns accreditation requirements, budget material, department activities, faculty and student relations, General Records Retention Schedule for State Colleges and Universities 15 tenure and salary issues, physical plant development, grant awards, research programs, foundation endowments, fiscal accountability, personnel matters, academic requirements, student athletic issues, and other related topics. Also included are draft copies of speeches.
B. Retention:
- Office: 3 years. Microfilm optional
- University Archives: Permanent
Meeting Minutes of President’s Executive Staff
A. Description:
A. Description: Document meetings held by a state college or university president with his or her executive staff. Information includes agenda, location of meeting, date, names of attendees, attachments, a summary of discussion, and decisions made.
B. Retention:
- Office: 5 years.
- University Archives: Permanent
Resource Files
A. Description:
A. Description: Consist of manuals, informational bulletins, and guidelines required for long term reference in the administration of the institution. Information includes academic issues, copies of personnel policies, National Collegiate Athletic Association material, Commission on Higher Education activities, copies of state and federal laws or regulations governing the administration of public colleges and universities, fiscal procedures, institution organizational matters, student government activities, and other related subjects.
B. Retention:
- Until superseded, or no longer needed for reference; destroy
