Washington state rules require that state agencies keep policies, procedures, rules, and regulations for 6 years after superseded, and then send them to the applicable archives for appraisal and selective retention. (The large universities, like WSU and UW, have their own archives. Other state agencies are obligated to send archival documents to the State Archives.)
However, our office maintains in-house paper and PDF archives of previous administrative policies and procedures we’ve been responsible for publishing since 1975. Our paper archives goes back to 1975 and the PDF archives goes back to 1997, when we began publishing the manuals we maintain in online versions. Hope this helps — Deb ------------------------- Deb Bartlett Director Office of Procedures, Records, and Forms Washington State University Pullman, WA 99164-1225 Phone: 509-335-2004 Fax: 509-335-3969 Email: [email protected] From: <[email protected]<mailto:[email protected]>> on behalf of "Horr, Doug Dwight" <[email protected]<mailto:[email protected]>> Reply-To: Association of College and University Policy Administrators <[email protected]<mailto:[email protected]>> Date: Thursday, February 18, 2016 at 10:56 AM To: Association of College and University Policy Administrators <[email protected]<mailto:[email protected]>> Subject: RE: [acupa-l] Policy and Procedure Library Resources Thanks to everyone who has posted on this topic. We are hoping to post for our first policy Director very soon. On the topic of managing you system content (which we are building in OnBase) how long does everyone typically maintain prior versions of policies? 7 years, 10 years, forever? Lots of schools of thought on that, and legal of course has its own opinion. Wondered what the people who are handling the actual work do :)? Thanks, Doug From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Michele Gross Sent: Thursday, February 18, 2016 11:25 AM To: Association of College and University Policy Administrators Subject: Re: [acupa-l] Policy and Procedure Library Resources For those of you who at 1 FTE or fewer, do you have technical people in your IT office that manages your website? Are you or someone else responsible for placing the policy content into your library tool? While our numbers are heavy (2.5), my folks are fully responsible for our application on the content management tool, creates and revises the website, and manages the forms library (>500 forms). So my second question is this: where are all the forms that are attached to your policies stored? Does this fall within your duties or are the forms on lots of sites, depending on the nature of the form (e.g., all HR forms are on the HR site)? Thanks, Michele On Wed, Feb 17, 2016 at 3:13 PM, Heather Foster <[email protected]<mailto:[email protected]>> wrote: Hi Jennifer, It’s a one woman show down here. The percentage of time I spend on each activity fluctuates quite a bit depending on the number of policies actively under review. Best, Heather From:[email protected]<mailto:[email protected]> [mailto:[email protected]<mailto:[email protected]>] On Behalf Of Meeks, Donna W. Sent: Wednesday, February 17, 2016 3:03 PM To: 'Association of College and University Policy Administrators' <[email protected]<mailto:[email protected]>> Subject: RE:[acupa-l] Policy and Procedure Library Resources Jennifer, 0.5 FTE (one-half of my position) is dedicated to all things policy-related at ODU. Donna W. Meeks Old Dominion University University Policy Manager and Executive Secretary to the Board of Visitors 2010E Koch Hall Norfolk, VA 23529 757-683-3072<tel:757-683-3072> / FAX 757-683-5679<tel:757-683-5679> [email protected]<mailto:[email protected]> http://www.odu.edu/bov<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.odu.edu_content_odu_about_bov.html&d=CwMFaQ&c=y2w-uYmhgFWijp_IQN0DhA&r=FbxNVDpb0dMHqW5PgsfqtA&m=SYXqwjuWEKSWniw9s2dPnWE_CBGuSAx9XDX3ViBgSdc&s=Wt_szSBWHR_9JbBErPZMZCITB7OJPydB8kfMAO2l7QE&e=> http://www.odu.edu/policy/university<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.odu.edu_policy_university&d=CwMFaQ&c=y2w-uYmhgFWijp_IQN0DhA&r=FbxNVDpb0dMHqW5PgsfqtA&m=SYXqwjuWEKSWniw9s2dPnWE_CBGuSAx9XDX3ViBgSdc&s=nbrjZkegS2tIB8_4dyD1zGuLVBsVkcUlCy1O5anECqQ&e=> [cid:[email protected]] From:[email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Rebecca G. Deardorff Sent: Tuesday, February 16, 2016 12:23 PM To: Association of College and University Policy Administrators Subject: RE:[acupa-l] Policy and Procedure Library Resources Hi Jennifer, My office has 2 FTE, however, about a fourth of both jobs handle duties outside policy management. I act as the University of Washington’s rules coordinator – a rule-making role mandated for each state agency in Washington State – that is separate from policy management, and my colleague also handles another administrative duty in maintaining the UW’s organizational leadership lists and the UW organizational chart. So, in truth, we have about 1.5 FTE devoted exclusively to policy management. I hope this helps in evaluating your situation. My best, Rebecca REBECCA GOODWIN DEARDORFF Director of Rules Coordination Office of the President 448 Gerberding Hall Box 351210 Seattle WA 98195-1210 206.543.9219<tel:206.543.9219> [email protected]<mailto:[email protected]> / washington.edu/rules<https://urldefense.proofpoint.com/v2/url?u=http-3A__washington.edu_rules&d=CwMFaQ&c=y2w-uYmhgFWijp_IQN0DhA&r=FbxNVDpb0dMHqW5PgsfqtA&m=SYXqwjuWEKSWniw9s2dPnWE_CBGuSAx9XDX3ViBgSdc&s=GIvN1AySE9Ykqf4QIyr7d-MxQZUrmMmbZrpvDDJfKy0&e=> [logo] From:[email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of [email protected]<mailto:[email protected]> Sent: Friday, February 12, 2016 8:58 AM To: Association of College and University Policy Administrators <[email protected]<mailto:[email protected]>> Subject: [acupa-l] Policy and Procedure Library Resources Hi All, In March 2015, I sent an email to ACUPA members inquiring about the development of an online policy and procedure library (and received a lot of great feedback). Now that we have implemented an online library using a SharePoint platform, we are doing some benchmarking to look at resources necessary to effectively manage and maintain our library. My question is, how many FTE’s does your institution devote to oversight, management, and maintenance of the policy and procedure library? Expanding on this, it would be helpful to know how much of the FTE’s time is allocated to oversight/management, review/approval, and/or online system maintenance. I appreciate any information you can provide. Thank you, Jennifer Jennifer S. Mudd, CPA, CCEP Compliance Manager Institutional Compliance Office University of Louisville 425 W. Lee St. Louisville, KY 40208 502-852-5709<tel:502-852-5709> Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. 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To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.acupa.org_MembershipForm-5FDiscontinue.html&d=CwMFaQ&c=y2w-uYmhgFWijp_IQN0DhA&r=FbxNVDpb0dMHqW5PgsfqtA&m=SYXqwjuWEKSWniw9s2dPnWE_CBGuSAx9XDX3ViBgSdc&s=DUGTmDzUpQb9tHy9_Vj36yKetVGPl_crDIP8yqPGy7Y&e=> and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837<tel:607-255-6837>. -- Michele Gross, Director University Policy Program University of Minnesota 356-1 McNamara, 200 Oak street Minneapolis, MN 55454 612-624-8081 http://policy.umn.edu/<https://urldefense.proofpoint.com/v2/url?u=http-3A__policy.umn.edu_&d=CwMFaQ&c=y2w-uYmhgFWijp_IQN0DhA&r=FbxNVDpb0dMHqW5PgsfqtA&m=SYXqwjuWEKSWniw9s2dPnWE_CBGuSAx9XDX3ViBgSdc&s=6z9SP-3l31xYFNVRzpXOd-2d13l6Cz0xhm0iTVzeAEg&e=> Replying to Messages: Replying (using Reply) to an ACUPA-L e-mail will distribute your message to the ENTIRE list of members. To send a message privately, reply directly to the individual who sent the message (their e-mail address appears in the "From" line of their original e-mail). 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To Unsubscribe: Go to http://www.acupa.org/MembershipForm_Discontinue.html<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.acupa.org_MembershipForm-5FDiscontinue.html&d=CwMGaQ&c=C3yme8gMkxg_ihJNXS06ZyWk4EJm8LdrrvxQb-Je7sw&r=iqHR1B_HJlUU6vlFd3lUew&m=t5qJ_osHOpWgHhsWbQJA-fggVyV6ImrY0Ijs72qzzpY&s=4z8ya0eAI1if129RDpmpoX-5NO9EFqFoDp9jipfM-8s&e=> and complete the form. We will remove you from the list within 24 hours, during normal business hours. Questions about the ACUPA e-list? Contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837.
