All-University Records Retention Schedules
Security Records
Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
---|---|---|---|---|
Authorization -- Building/Facility Access Records documenting the authorization of access for employees (including contractors and volunteers) to University buildings and facilities. Includes, but is not limited to:
| Department* | Retain for 6 years after termination of access, then destroy. | GS 25001 Rev. 1 | Essential |
Emergency/Disaster Preparedness -- Contact Information Personal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster. Includes, but is not limited to:
| Department* | Retain until obsolete or superseded, then destroy. | GS 25004 | Essential |
Emergency/Disaster -- Response/Recovery -- Minor/Routine Records relating to the University's response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the University manages the recovery with minimal assistance and/or disruption to normal University operations. | Department* | Retain for 6 years after matter resolved/recovery complete, then destroy. | GS 25005 | |
Emergency/Disaster Preparedness -- Response/Recovery-- Significant Records relating to the University's response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the University deploys nonroutine procedures, mobilizes special resources, requires significant outside assistance and/or where normal University operations are suspended or significantly disrupted. | Department* | Retain for 6 years after matter resolved/ recovery complete, then Transfer to Archives for appraisal and selective retention. | GS 25006 | Archival (appraisal required) |
Emergency/Disaster Preparedness and Recovery Plans Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the University's operations and assets. Includes, but is not limited to employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567. Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080). For WSU purposes: The department sends a copy of the documentation to the campus police or security department or the local police/fire department and the Emergency Management Office. | Department* | Retain for 3 years after obsolete or superseded, then destroy. | GS 14010 Rev. 2 | Essential |
Emergency/Disaster Preparedness and Recovery Plans (secondary copy) | Campus Police or Security or Local Police/Fire Dept.; Emergency Management Office (secondary copies) | Retain until superseded, then destroy. | Secondary copy under GS 14010 Rev. 2 | |
Entry/Exit Logs -- Facilities Records documenting the entry and exit of staff, contractors, volunteers and visitors to University facilities (including secure areas) where not covered by a more specific records series. Includes, but is not limited to:
| Department* | Retain for 6 years after end of fiscal year, then destroy. | GS 25007 | |
Key Assignment Record (WSU 1210) Provides a record of all keys assigned to an individual. | Department* | Retain for 1 year after termination of employment, then destroy. | 11-12-63615 | |
Key Assignment Record (WSU 1210) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 11-12-63615 | |
Key Roster (WSU 1264) Provides a record of all key holders assigned a specific key. | Department* | Retain for 1 year after key removed from service, then destroy. | 11-12-63616 | |
Key Roster (WSU 1264) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 11-12-63616 | |
Security Incidents and Data/Privacy Breaches Records documenting security incidents, data/privacy breaches, responses and investigations relating to University facilities, vehicles, equipment, supplies, information, etc. Includes, but is not limited to:
| Department* | Retain for 6 years after matter resolved, then destroy. | GS 25008 | |
Security Monitoring -- No Incident Records relating to the routine security monitoring of the University's infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to:
Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008). Note: As with all public records, security recordings must be retained until final resolution of the case if they are requested or used in litigation. | Department* | Retain for 30 days after date record created or until determined that no security incident has occurred, whichever is sooner, then destroy. | GS 25003 Rev. 1 |