The Evergreen State College

Records Management

Records Inventory - Library and Media Services

Administration

Library Dean

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Associate Dean

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Consortium of Libraries in Olympia (CLIO)

cellpadding="1" cellspacing="1" style='border-collapse: collapse;table-layout:fixed;width:618pt' x:str="x:str">
Box No.
Content Description
Retention to
Location
In/Out/Missing
2009-01
Correspondence, General 03/1981-11/2004
Minutes and Files of General Office Meetings
2006
RC9B-1
2009-02
Correspondence, General 03/1981-11/2004
Minutes and Files of General Office Meetings
2006
RC9B-1
2009-03
Attorney General Case File - Agency Copy 11/1989
1999
RC9B-1
Destroyed
2009-04
Attorney General Case File - Agency Copy 11/1989
1999
RC9B-1
Destroyed
2009-05
Attorney General Case File - Agency Copy 03/1987-11/1989
1999
RC9B-1
Destroyed

 

Administrative Support

(Assistant to the Dean / Fiscal Specialist)

Box No.
Content Description
DAN
Retention to
Location
In/Out/Missing/
un-numbered
Administrative files - budget GS 01040 2014    
14
R/College Miscellaneous Files: DTF files 1972-1996
GS 50 no longer needed after 1996    
15
Faculty/Students Academic Contracts 1988-1991
77-2-18275 1995
RC9
destroy 2014
16
Misc. Binders - budget & accouts reports 1980's
GS 01 no later than 1990
RC9
destroy 2014
17
R/College Misc Files 1979-1988
GS 50 no longer needed -1988
RC9
destroy 2014*
18
R/College Misc. Files B/Associations & Orgs
GS 50 no longer needed -1988
RC9
destroy 2014*
19
B/Associations & Organizations-Colleges & Universities
GS 50 no longer needed -1990
RC9
destroyed 2012
25
Library Staff/Students Academic Contracts 1990-1995
77-2-18275 1999
RC9
destroy 2014
26
Terminated Student Employee Files A-H
GS 03042 2012
RC9
destroyed 2012
27
Terminated Student Employee Files H-?
GS 03042 2012
RC9
destroyed 2012
28
Terminated Student Employee Files ?-Z
GS 03042 2012
RC9
destroyed 2012
29
Terminated Student Employee Files
GS 03042 2012
RC9
destroyed 2012
30
Terminated Student Employee Files
GS 03042 2012
RC9
destroyed 2012
31
Terminated Student Employee Files
GS 03042 2012
RC9
destroyed 2012
32
Terminated Student Employee Files
GS 03042 2012
RC9
destroyed 2012
33
Terminated Student Employee Files
GS 03042 2012
RC9
destroyed 2012
34
Terminated LibraryStaff Files
GS 03042 2014**
RC9
 
35
Terminated Library Staff/Students Academic Contracts
GS 03042/77-2-18275 2014**
RC9
 
36
Library Staff/Students Academic Contracts 1994-2000
77-2-18275 2004 (2014) 4 yrs
RC9
 
37
Library Staff/Students Academic Contracts
77-2-18275 2004 (2014) 4 yrs
RC9
 
38
Library Staff/Students Academic Contracts
77-2-18275 2004 (2014) 4 yrs
RC9
 
39
Library Staff/Students Academic Contracts
77-2-18275 2004 (2014) 4 yrs
RC9
 
40
Library Staff/Students Academic Contracts
77-2-18275 2004 (2014) 4 yrs
RC9
 
42
Terminated Student Employee Files
GS 03042 10 yrs 2012
RC9
 
43
Terminated Student Employee Files
GS 03042 10 yrs 2012
RC9
 
2008-01
Terminated Student Employee Files 2000-2004
GS 03042 10 yrs 2014
RC9
destroyed 2014
2008-02
Terminated Student Employee Files 2000-2004
GS 03042 10 yrs 2014
RC9
destroyed 2014
2008-03
Terminated Student Employee Files 2000-2004
GS 03042 10 yrs 2014
RC9
destroyed 2014
2008-04
Grants
GS 23003 2013
RC9
destroyed 2013
2008-05
Grants
GS 23003 2013
RC9
destroyed 2013
2008-06
Terminated Student Employee Files before 06/2006
GS 03042 2016
RC9
 
2008-07
Terminated Student Employee Files before 06/2006
GS 03042 2016
RC9
 
2008-08
Terminated Student Employee Files before 06/2006
GS 03042 2016
RC9
 
2009-01
Terminated Student Files B-M 2006/07
GS 03042 2017
RC9F1
 
2009-01
Terminated Student Files N-W 2006/07
GS 03042 2017
RC9F1
 
2011-03
Staff Leave request & payroll/Personnel System monthly time reports & A-20 travel vouchers
GS 03030 2007    
2014-01
Administrative Files (click here for list) various-see list 2002*    
2014-02
Administrative Files (click here for list) various-see list 2002*    
2014-03
Administrative Files (click here for list) various-see list 2009*    
2014-04
Administrative Files (click here for list) various-see list 2000*    
2014-05
Administrative Files (click here for list) various-see list 2010*    


*All boxes contain a mix of series with different Disposition Authority Numbers (DAN) and retentions. Some series are archival and must be removed to Archives as their disposition requires.
**Purge Faculty Librarians Personal files from box before destruction

 

Media Services

Electronic Media (formerly Media Production)

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Media Loan

Box No.
Content Description
Retention to
Location
In/Out/Missing
2011-01 Media Loan - Equipment Loan Receipts
2016
   
2011-02 Media Loan - Equipment Loan Receipts
2017
   
2011-03 Media Loan - Equipment Loan Receipts
2017
   
2011-04 Media Loan - Equipment Loan Receipts
2017
   
2011-05 Media Loan - Equipment Loan Receipts
2017
   
2011-06 Media Loan - Equipment Loan Receipts
2017
   
2011-07 Media Loan - Equipment Loan Receipts
2017
   
2011-08 Media Services - Lecture Hall Equipment Replacement
TBD
   
2011-09 Media Services - Lecture Hall Equipment Replacement
TBD
   
2011-10

Media Loan-Administrative Records
-Key Access
-Account Control
-Inventory
-Training Manual

2002
   
2011-10 Chinese Opera - Washington Center for the Performing Arts - TESC Presentation
PA
  Potentially Archival
2012-01 Checkout Receipts 05/2011-09/2011
2017
RC9E-2  
2013-01 Equipment Loan Receipts 2012
2018
   
2013-02 Equipment Loan Receipts 0/2012-4/2013
2019
   
2013-03 Equipment Loan Receipts 2013
2019
   
2013-04

Damage slip 2008-2012 &
2012 appeals 1/4/12-12/12

2018
   
 
   
 
   
 
   
 
   

 

PhotoLand

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Sound and Image Library

Box No.
Content Description
Retention to
Location
In/Out/Missing
  Film and Video Order files      

 

 

Public Services

Archives & Special Collections/Records Management

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Circulation

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Inter-Library Loan

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Research Services

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Serials and Electronic Resources

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

 

Technical Services

 

Acquisitions

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Cataloging

Box No.
Content Description
Retention to
Location
In/Out/Missing
         

 

Processing

Box No.
Content Description
Retention to
Location
In/Out/Missing