All-University Records Retention Schedules
Records Management Files
| Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
|---|---|---|---|---|
| Conversion/Conservation -- Archival Records Records documenting the process of converting the University's archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged archival public records. Includes, but is not limited to:
| Department* | Retain until converted/repaired archival records are transferred to Archives, then Transfer process records to Archives for appraisal and selective retention. | GS 11011 Rev. 2 | Archival (appraisal required) |
| Conversion/Conservation -- Nonarchival Records Records documenting the process of converting the University's nonarchival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged nonarchival public records. Includes, but is not limited to:
| Department* | Retain until the converted/repaired nonarchival records have been destroyed in accordance with a current approved records retention schedule, then destroy. | GS 11013 Rev. 1 | |
| Destruction of Public Records Records relating to the destruction of the University's public records. Includes, but is not limited to:
| Department* | Retain for life of the University, then destroy. | GS 11005 Rev. 1 | Essential |
| Forms–Accountable Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets, and licenses. (Includes the WSU Receipt and the WSU Invoice.) Note: These records are retained for audit purposes. | Department* | Retain for 6 years after end of fiscal year in which form was created/printed, then destroy. | GS 12004 Rev. 1 | |
| Forms–Development Records relating to the design, creation, and revision of agency created forms. Includes, but is not limited to:
| Department* | Retain until no longer needed, then destroy. | GS 12001 Rev. 1 | |
| Forms -- Inventory Files Inventories of stocks of forms on hand. | Department* | Retain until superseded or obsolete, then destroy. | GS 12003 | |
| Records Control Records relating to the physical and intellectual control of the University's records, including, but not limited to:
Excludes records covered by:
| Department* | Retain until no longer needed for University business, then destroy. | GS 11009 Rev. 2 | |
| Retention and Disposition Authorization Records relating to the retention of the University's records in accordance with Chapter 40.14 RCW. Includes, but is not limited to internal working guides abstracted from approved records retention schedules; and University's copies of records retention schedules approved by the State Records Committee in accordance with Chapter 40.14 RCW, provided that the original is retained by the State Records Committee. | Policies, Records, and Forms* | Retain until no longer needed, then destroy. | GS 11003 Rev. 1 | |
| Retention and Disposition Authorization (secondary copy) | Department (secondary copy) | Retain until no longer needed, then destroy. | Secondary copy under GS 11003 Rev. 1 | |
| Source Records -- Imaged/Migrated (Archival) Archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Includes, but is not limited to:
| Department* | Retain until verification of successful conversion, then Transfer to Archives for appraisal and selective retention. | GS 11014 Rev. 1 | Archival (appraisal required) |
| Source Records -- Imaged/Migrated (Nonarchival) Nonarchival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Includes, but is not limited to:
| Department* | Retain until verification of successful conversion, then destroy. | GS 11012 Rev. 2 | |
| Transfer of Legal Custody Records relating to the transfer of the agency's legal custody of its public records under one of the following circumstances:
| Department* | Retain for life of the University, then destroy. | GS 11001 Rev.1 | Essential |