University Records Retention Schedules

Legal Files Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Compulsory Process Served On The University (Not Party To Litigation)


Records relating to court orders, subpoenas and other compulsory legal processes served on the University, where the University is not a party to the litigation. Includes, but is not limited to:

  • Personnel/staff summonses or notices of deposition;
  • Subpoenas or court orders for University records.
  • Notification of court appearances.
Excludes records covered by Litigation Case Files–Significant (DAN GS 18009) and Litigation Case Files–Routine (DAN GS 18004).

Official Copy: Any Department

Retention and Disposition: Retain until no longer needed for University business, then destroy.

DAN GS 18006 Rev. 1 (Legal Records)

Legal Advice and Issues


Records relating to legal advice and opinions received by the University concerning the University's actions, statutes, rules, policies and procedures, etc. Also includes records relating to legal issues of concern to the University where not covered by a more specific records series. Includes, but is not limited to:

  • Advice and opinions (formal/informal) requested and/or received from the Office of the Attorney General;
  • Copies of legal documents and other materials pertaining to specific issues;
  • Related correspondence/communications.
Excludes:

  • Records covered by Litigation Case Files–Significant (DAN GS 18009) and Litigation Case Files–Routine (DAN GS 18004);
  • Records of the Office of the Attorney General.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after issue resolved and until advice no longer needed for University business, then destroy. (Essential)

Other Copies: Any Department

DAN GS 18003 Rev. 1 (Legal Records)

Litigation Case Files–Routine


University records related to a particular litigation case involving the University which does not have profound influence on the administration of state government and/or the state of Washington. Includes, but is not limited to:

  • Background information;
  • Lawsuit documentation;
  • Pleadings, appeals, court orders;
  • University department working files;
  • Related correspondence/communications.
Also includes University cases appearing before administrative forums and/or litigation with no Office of the Attorney General involvement, where not covered by a more specific records series. Excludes:

  • Records covered by Litigation Case Files–Significant (DAN GS 18009);
  • Records of the Office of the Attorney General.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after resolution of case (including appeals), then destroy. (Essential)

DAN GS 18004 Rev. 2 (Legal Records)

Litigation Case Files–Significant


University records related to a particular litigation case involving the University which has profound influence on the administration of state government and/or the state of Washington (such as Boldt, McCleary, WPPSS Bondholders, Doran, etc.).

Includes, but is not limited to:

  • Background information;
  • Lawsuit documentation;
  • Pleadings, appeals, court orders;
  • University working files;
  • Related correspondence/communications.
Also includes litigation with no Office of the Attorney General involvement.

Excludes:

  • Records covered by Litigation Case Files–Routine (DAN GS 18004);
  • Records of the Office of the Attorney General.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after resolution of case (including appeals), then transfer to Archives for appraisal and selective retention. (Archival / Essential)

DAN GS 18009 (Legal Records)

Notary Public Journals


Journals documenting notarial acts performed by agency employees within the scope of their employment in accordance with RCW 42.45.180.

Note: Retention based on 10-year requirement for journals (RCW 42.45.180(1)).

Official Copy: WSU Notary

Retention and Disposition: Retain for 10 years after last notarial act chronicled in journal, then destroy.

DAN GS 18012 (Legal Records)