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Recordkeeping Guidelines for University Committees
Contents, Arrangement, and Retention of Committee Records
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| Type of records |
Contents |
Arrangement |
Retention |
Harvard University
General Records Schedule
Number |
| Membership records |
membership lists and nomination, acceptances, and separation letters for members |
File correspondence alphabetically by name. Segregate files for separated members. |
Retain permanently |
1025, 1030 |
| Committee charges |
records relating to the establishment of the committee, its current and historical missions, and related correspondence |
File chronologically. |
Retain permanently |
1027, 1030 |
| Meeting records |
agenda, dockets, minutes and attachments, submissions and related records, including reports and other documents issued by the committee |
File records chronologically by meeting date. |
Retain permanently |
1027, 1030 |
| Subcommittee records |
member lists, charges, agenda, dockets, minutes and attachments, submissions and related records |
File by record type, then as above for each type. |
Contact archives |
1027, 1030 |
| Reports and publications |
reports, memoranda, position papers, research materials and data, and other records relating to recommendations made by the committee, if not filed with meeting records |
Arrangement of records within these categories will be influenced by the committee's methods of operation. |
Retain permanently |
1027, 1030 |
| Supplementary files |
applications or submissions made to the committee, drafts, revisions, and related correspondence |
Arrangement of records within these categories will be influenced by the committee's methods of operation. |
Contact archives |
1027, 1030 |
| Arrangement records |
room reservations, meeting announcements, catering orders and invoices, and related records |
File records relating to arrangements chronologically by meeting date; file invoices separately by meeting date. |
Retain invoices for 4 years; all other records may be destroyed after 10 years |
0410, 1027, 1030 |
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