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Individual attendees’ meeting materials from UW governing/executive/policy-setting bodies, routine staff and internal committee meetings, or informal staff meetings provided the primary meeting record(s) are centrally retained by the meeting host/delegate.

Includes, but is not limited to: 

• Agendas, meeting/agenda packets
• Meeting minutes, transcripts of proceedings (including AI-generated transcripts and notes)
• Recordings of meetings on conferencing platforms, etc.; 
• Working notes/drafts

Official Copy: Any Office
Retention: Administrative purpose served
Disposition Method: Shred/delete

If you are the primary copy holder, follow retention requirements for the following series:
Meeting Records of Governing/Executive/Policy-Setting Bodies
Meetings, Routine Staff and Internal Committees
Meetings, Informal Staff

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Records documenting the actions, meetings, and membership of UW governing bodies, executive management teams, and other policy-setting/decision-making boards, committees, commissions, councils, task forces, faculty meetings, etc. Includes agendas, meeting/agenda packets (briefs, reference materials, etc.); recordings of meetings on conferencing platforms or audio/visual recordings, or minutes or transcripts of proceedings.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives

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Records documenting staff meetings in which information of short-term relevance was communicated. This includes organizing basic logistics and status of work in process.  Includes notes, agendas, conferencing platform recordings.

Official Copy: Any Office
Retention: Administrative purpose served
Disposition Method: Shred or Delete

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Records documenting routine staff meetings and the work of internal committees, and task forces. Includes minutes, agendas, notes, reports, recordings of meetings on conferencing platforms, etc.

Official Copy: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred or Delete

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An agreement between an individual and the University of Washington granting the University rights to photographs, video, or to produce recordings of an individual.

Official Copy: Any Office
Retention: 6 years after publication or video no longer in use
Disposition Method: Shred or Delete

 

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Summaries of monthly and quarterly activity or project/program status. May include statistics.

Official Copy: Any Office
Retention: 3 years after end of reporting period
Disposition Method: Transfer to University Archives for review

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