Hi Jennifer,
At the University of Washington we retain older versions of our policies for 6 years in-house after they are superseded (per our records retention schedule). These versions are not available online, but are provided as PDFs upon request. After the 6-year retention period, the archived policies (and relevant approvals) are moved to our University Archives which maintains a permanent archive within our UW Library's special collections. It relieves our office from handling the really old policies. Rebecca Goodwin Deardorff Outgoing Director of Rules Coordination Executive Office of the President and Provost Box 351210 Seattle, WA 98195 206-543-9219 www.washington.edu/rules [http://www.washington.edu/marketing/e-communications/wsignature.gif] ________________________________ From: [email protected] <[email protected]> on behalf of Cara O'Sullivan <[email protected]> Sent: Friday, June 30, 2017 9:38 AM To: Association of College and University Policy Administrators Subject: RE:[acupa-l] Are your archives visible on your public facing policy site? Currently, at Utah Valley University, we archive policies in two ways: 1) policy archives reside in binders compiled yearly with disk backup—these manuals are housed in our office; 2) in our in-house developed policy management system, policies that are deleted or retired from the Policy Manual are automatically sent to an archive status. This is not accessible to the public. Someone recently suggested that we have our policy archives housed in the university library. Has anyone else done this? This summer we are going to start building a restructured electronic archive. Each policy will all versions we have records of, with a cover sheet that summarizes its history. The reason we are structuring our archive in this manner is that most requests for archived policies are made because of litigation involving policies in effect in a past time period. Regards, Cara O’Sullivan, Utah Valley University, Policy Office From: [email protected] [mailto:[email protected]] On Behalf Of Jennifer Dawn McCormick Sent: Friday, June 30, 2017 10:14 AM To: [email protected] Subject: [acupa-l] Are your archives visible on your public facing policy site? Hello, ACUPA friends! Per the subject line, we are at a place where we are trying to decide if previous versions of a policy (or “archives”) should be published on our public-facing policy library. We recently purchased new software to house and manage our library and before we go live with the new site, I’m wondering how to handle all of our previous policy versions. What is your practice? Thanks for any advice you can provide! Sincerely, Jennifer McCormick Program Manager, Policy and Accreditation Georgia State University 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). To Unsubscribe or for questions about the ACUPA e-list, Contact Joshua Adams at j<mailto:[email protected]?subject=ACUPA%20e-list%20assistance>[email protected]<mailto:[email protected]?subject=Question%20About%20the%20ACUPA%20E-list> or 607-255-8279. 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). To Unsubscribe or for questions about the ACUPA e-list, Contact Joshua Adams at j<mailto:[email protected]?subject=ACUPA%20e-list%20assistance>[email protected]<mailto:[email protected]?subject=Question%20About%20the%20ACUPA%20E-list> or 607-255-8279.
