Governance GV12 - Institutional Committees

Accessed:	2026-07-17
Purpose of series:	Records series documenting proceedings and actions of standing, joint, ad hoc university committees and subcommittees, advisory boards, task forces, etc., pertaining to administration and governance, which are not Senate, Board of Governors, or faculty committees.
Scope and contents:	Includes (but is not limited to): agenda, meeting packages, minutes, reports, working papers, presentations, related documentation and correspondence.
Cross reference:
Exceptions:

Primary offices:	Units
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	5 years
Primary office retention instructions:	S/O = Annual cycle of committee. Once annual cycle of committee renews previous year records are retained for 5 years then transferred to the University Archives for selective retention.

Secondary offices:	Committees members and other offices
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	1 year
Secondary office retention instructions:	S/O = Annual cycle of committee. Once annual cycle of committee renews previous year records are retained for 1 year then securely destroyed.

Retention rationale:

Expected Operation Use.

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, SharePoint	No	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2022-01-21 10:31:17	cr618206	Internal

Notes: