All-University Records Retention Schedules

Public Affairs and Public Disclosure Records

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

Accommodation Requests (ADA/Section 504)


Records relating to requests for accommodations from the agency’s clients, customers, students, etc., in accordance with Title II of the Americans with Disabilities Act (ADA) or Section 504 of the Rehabilitation Act of 1973.

Includes, but is not limited to:

  • Requests and supporting materials;
  • Records documenting the decision-making process, determination, and final outcome;
  • Related correspondence/communications.
Excludes records covered by:

  • Client/Customer Feedback and Complaints (DAN GS 09016);
  • Complaints and Grievances–Upheld (DAN GS 03003);
  • Complaints and Grievances–Exonerated (DAN GS 03006);
  • Injury Claims (DAN GS 03015);
  • Litigation Case Files–Routine (DAN GS 18004);
  • Personnel–Health-Related Records (Routine) (DAN GS 03054).
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after completion or denial of accommodation(s), then destroy.

DAN GS 18010 (Public Affairs and Public Disclosure Records)

Advertising and Promotion


Records documenting the planning and/or execution of advertising and promotional activities conducted by the University to promote the University's mission or business. Includes, but is not limited to:

  • Marketing plans/strategies;
  • Records relating to the development of advertising campaigns/materials (such as original artwork, designs, storyboards, etc.);
  • Samples of advertising materials (regardless of format);
  • Records relating to the evaluation of campaigns/strategies;
  • Records relating to the design/selection of University branding (such as logos, mottos, slogans, etc.);
  • Related correspondence/communications.
Excludes:

  • Advertising materials covered by State Publications (DAN GS 15008);
  • Financial records covered by Financial Transactions–General (DAN GS 01001);
  • Intellectual property ownership records covered by Acquisition and Disposal–Assets (Other than Real Property) (DAN GS 21001).
Official Copy: Any Department

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

Other Copies: Any Department

DAN GS 05006 Rev. 2 (Public Affairs and Public Disclosure Records)

Assumption of Risk and Release of Liability Forms–No Accident Claim (Under 18 Years)


Provides a record of agreement signed by an individual (affiliated with WSU or visiting) under 18 years of age (with parent/guardian consent) to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years + 60 days after 18th birthday, then destroy.

Other Copies: Any Department

DAN 98-06-58499 Rev. 3 (Public Affairs and Public Disclosure Records)

Assumption of Risk and Release of Liability Forms–No Accident Claim (18 Years or Over)


Provides a record of agreement by an individual (affiliated with WSU or visiting) 18 years or older to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years + 60 days after termination of activity, then destroy.

Other Copies: Any Department

DAN 98-06-58498 Rev. 3 (Public Affairs and Public Disclosure Records)

Assumption of Risk and Release of Liability Forms–With Accident Claim


Provides a record of agreement signed by an individual (affiliated with WSU or visiting) to participate in University programs and activities at their own risk. This record series covers retention of this form when an accident claim has been made.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years + 60 days after claim resolved, then destroy.

Other Copies: Any Department

DAN 98-06-58500 Rev. 3 (Public Affairs and Public Disclosure Records)

Celebrations / Ceremonies / Events–Routine


Records relating to the University's involvement in routine celebrations/ceremonies/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.). Includes, but is not limited to:

  • Photographs, audio/visual recordings; etc.;
  • Websites, social media sites, etc.;
  • Planning and coordination records.
Excludes records covered by:

  • Advertising and Promotion (DAN GS 05006);
  • Celebrations/Ceremonies/Events–Significant (DAN GS 05009);
  • Financial Transactions–General (DAN GS 01001).
  • Personnel–Employment History Files (DAN 11-12-63578)
Official Copy: Any Department

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

Other Copies: Any Department

DAN GS 05008 (Public Affairs and Public Disclosure Records)

Celebrations/Ceremonies/Events–Significant


Records relating to the University's involvement in celebrations/ceremonies/events of particular significance to the University and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, etc.). Includes, but is not limited to:

  • Programs, lists of VIPs in attendance, etc.;
  • Photographs, audio/visual recordings, transcripts of speeches;
  • Samples/designs of logos, commemorative items;
  • Websites, social media sites, etc.;
  • Planning and coordination records.
Excludes records covered by:

  • Advertising and Promotion (DAN GS 05006);
  • Celebrations/Ceremonies/Events–Significant (DAN GS 05009);
  • Financial Transactions–General (DAN GS 01001).
Official Copy: Any Department

Retention and Disposition: Retain until no longer needed for University business, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Any Department

DAN GS 05009 (Public Affairs and Public Disclosure Records)

Civil Rights Compliance–General


Records relating to the agency’s efforts to comply with federal, state, and local statutes governing employees’ and the general public’s civil rights, where not covered by a more specific records series.

Includes, but is not limited to:

  • Agreements, surveys, reports;
  • Meeting and training materials;
  • Notifications and communications.
Excludes records covered by:

  • Accommodation Requests (ADA/Section 504) (DAN GS 18010);
  • Client/Customer Feedback and Complaints (DAN GS 09016);
  • Complaints and Grievances–Upheld (DAN GS 03003);
  • Complaints and Grievances–Exonerated (DAN GS 03006);
  • Higher education sexual harassment/discrimination (Title IX) records covered by the Community and Technical Colleges Records Retention Schedule and other higher education schedules;
  • Litigation Case Files–Routine (DAN GS 18004).
For WSU purposes, excludes Student Disciplinary Records (DAN 92-10-51356).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of calendar year and no longer needed for University business, then destroy.

DAN GS 18011 (Public Affairs and Public Disclosure Records)

General Information–External


Information received from other agencies, commercial firms, or private institutions, which requires no action and is no longer needed for University business purposes. Includes, but is not limited to:

  • Catalogs, reports, multimedia presentations (e.g., videos, CDs);
  • Informational copies, notices, bulletins, newsletters, announcements; and
  • Unsolicited information (e.g., junk mail, spam, advertisements).
Official Copy: Any Department

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

DAN GS 50004 (Public Affairs and Public Disclosure Records)

Media Releases and Coverage


Records relating to the University's communications with the media and coverage in the media of the University's activities and accomplishments. Includes, but is not limited to:

  • Press or news releases issued by the University to the media for distribution;
  • Audio/visual recordings/transcripts of press conferences, speeches, etc., by the University president or senior executives;
  • Copies of guest editorials written by the University president;
  • Copies of news clippings/media coverage of the University's activities (if compiled by the University).
Excludes information distributed through the University's website/social media channels and correspondence/ communications with the media covered by Provision of Advice, Assistance or Information (DAN GS 09022).

Official Copy: Any Department

Retention and Disposition: Retain for 2 years after end of calendar year, then transfer to Archives for appraisal and selective retention. (Archival)

DAN GS 05003 Rev. 1 (Public Affairs and Public Disclosure Records)

Minor Participant Guidelines and Emergency Care Agreements


Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for minor participants (under 18 years of age) in University academic, athletic, or recreation activities or events. Includes agreements signed by participants and parent/guardians acknowledging that they have read and understood the guidelines for participation, and permissions from parent/guardians for University officials to seek emergency medical care for the participants.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after 18th birthday, then destroy.

DAN 09-07-62063 Rev. 1 (Public Affairs and Public Disclosure Records)

Online Content Management


Records documenting the publishing/changing of the University's online (internet and intranet) content.

Includes, but is not limited to:

  • Requests/approvals to upload/update/remove content;
  • Confirmation of content upload/update/removal;
  • Point-in-time record of webpage/site (screenshot, snapshot, site map).
Note: All published content consists of individual records which have their own separate retention requirements. Each of these records must be retained for the current approved minimum retention period(s) according to their applicable records series.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after online content removed, then destroy.

DAN GS 15010 Rev. 1 (Public Affairs and Public Disclosure Records)

Participant Guidelines and Emergency Care Agreements (18 Years or Over)


Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for participants (18 years of age or over), including advisors and chaperones, in University academic, athletic, or recreation activities or events. May include agreements signed by participants acknowledging that they have read and understood the participation guidelines, and permissions for University officials to seek emergency medical care for participants.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination of participation in activity, then destroy.

DAN 09-07-62062 Rev. 1 (Public Affairs and Public Disclosure Records)

Photograph/Recording Release Files


Provides a record of authorization by adult models for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after disposal of image or recording, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 11-12-63650 (Public Affairs and Public Disclosure Records)

Photograph/Recording Release Files for Minors


Provides a record of authorization by minor models (under age 18) or parents/guardians for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after disposal of image or recording, or 6 years after minor reaches age 18, whichever occurs last, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 11-12-63651 (Public Affairs and Public Disclosure Records)

Public Disclosure/Records Requests


Records relating to requests from the general public for access to the University's public records in accordance with chapter 42.56 RCW or Court Rule GR 31.1.

Includes, but is not limited to:

  • Internal and external correspondence relating to the request;
  • Records documenting the public records provided to the requestor (copies or lists of the records provided, etc.);
  • Records documenting the public records (or portions) withheld (exemption logs, copies of portions redacted, etc.);
  • Records documenting administrative reviews relating to the request;
  • Tracking logs.
Excludes:

  • Records that are the subject of the public records request (which must be retained in accordance with the applicable records series);
  • Records covered by Provision of Advice, Assistance or Information (DAN GS 09022).
Official Copy: Public Records Office; WSU Police Dept.

Retention and Disposition: Retain for 2 years after public records request fulfilled, then destroy.

Other Copies: Any Department

DAN GS 05001 Rev. 3 (Public Affairs and Public Disclosure Records)

Publications–Development


Records relating to the drafting, development, design and production of University-created publications.

Includes, but is not limited to:

  • Job descriptions/specifications/design records
  • Sample job products/proofs/samples
  • Articles submitted for inclusion (including those not used);
  • Related correspondence/communications.
Excludes final publication covered by State Publications (DAN GS 15008).

Official Copy: Any Department

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

DAN GS 15009 Rev. 1 (Public Affairs and Public Disclosure Records)

Stakeholder Group Relations


Records relating to developing and maintaining cooperative working relationships with stakeholder groups (such as community groups, government agency associations/ taskforces/ committees, labor unions, professional associations, etc.) where not covered by a more specific records series. Includes, but is not limited to:

  • Copies of agendas/minutes/conference proceedings;
  • Newsletters/notices of stakeholder groups’ activities;
  • Nonfinancial records relating to corporate memberships with external organizations;
  • Related correspondence/communications.
Excludes records:

  • Covered by Contact Information (DAN GS 50007);
  • Documenting the payment of membership dues/fees covered by Financial Transactions–General (DAN GS 01001).
Official Copy: Any Department

Retention and Disposition: Retain for 2 years after end of calendar year, then destroy.

Other Copies: Any Department

DAN GS 05010 Rev. 1 (Public Affairs and Public Disclosure Records)

State Publications


State publications (as defined in RCW 40.06.010(4)), regardless of format, published by the University and intended for distribution to state government, the public, or the legislature.

Includes, but is not limited to:

  • Annual reports and other reports, manuals, brochures
  • Newsletters, magazines, journals, periodicals
  • Audio/video films/presentations.
Note: The University is required to transfer copies of all publications to the Washington State Library in accordance with RCW 40.06.030.

Official Copy: Any Department

Retention and Disposition: Retain until date of publication, then transfer to Archives for permanent retention. (Archival)

Note: Upon publication, transfer two copies of tangible format publications or one copy of electronic format to WA State Library.

DAN GS 15008 Rev. 3 (Public Affairs and Public Disclosure Records)

State Publications–Transfers To Library (University Compliance Records)


Records relating to the transfer/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW.

Includes, but is not limited to:

  • Records documenting the deposit of University publications;
  • Annual lists of University publications submitted to Washington State Library in accordance with RCW 40.06.030(2);
  • Exemptions from deposit requirements received by the University from the State Librarian in accordance with RCW 40.06.030(3);
  • Related correspondence/communications.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of calendar year, then destroy.

DAN GS 15011 (Public Affairs and Public Disclosure Records)

Training–Arrangements


Records relating to the administrative arrangements of University-provided training courses, seminars and workshops. Includes, but is not limited to:

  • Training date and place scheduling records;
  • Training availability announcements and notices;
  • Participant registration;
  • Arrangement of catering, facilities and equipment.
Excludes records covered by:

  • Contracts and Agreements–General (DAN GS 01050);
  • Financial Transactions–General (DAN GS 01001);
  • Travel (DAN GS 07001).
Official Copy: Any Department

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

DAN GS 22001 Rev. 1 (Public Affairs and Public Disclosure Records)

Training–Development


Records relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc.

Excludes records covered by:

  • Training–General (DAN GS 22007);
  • Training–Mandatory or Certification/Hours/Credit Provided (DAN GS 22008).
Official Copy: Any Department

Retention and Disposition: Retain until training no longer provided by the University, then destroy.

DAN GS 22006 (Public Affairs and Public Disclosure Records)

Training–General


Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:

  • Training is not required by federal, state or local statute and/or the employer;
  • Qualifications/credentials/licenses are not earned;
  • Continuing education hours/credits/points are not awarded.
Includes, but is not limited to:

  • Materials presented (PowerPoint slide deck, handouts, etc.);
  • Attendee lists/sign-in sheets documenting who attended;
  • Tests administered and results;
  • Course/seminar/workshop evaluation feedback/surveys.
Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003).

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after training provided, then destroy.

DAN GS 22007 Rev. 1 (Public Affairs and Public Disclosure Records)

Training–Mandatory or Certification/Hours/Credit Provided


Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:

  • Training is required by federal, state or local statute and/or the employer;
  • Qualifications/credentials/licenses may be earned;
  • Continuing education hours/credits/points are awarded.
Includes, but is not limited to:

  • Materials presented (PowerPoint slide deck, handouts, etc.);
  • Attendee lists/sign-in sheets documenting who attended;
  • Tests administered and results;
  • Course/seminar/workshop evaluation feedback/surveys;
  • Certification/hours/credits/points awarded.
Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after training provided, then destroy.

DAN GS 22008 Rev. 1 (Public Affairs and Public Disclosure Records)

TRIO Program Pre-College Student Records


Student records for pre-college participants in federally-supported TRIO program that are not covered under an existing record series with a longer retention period. Records may include, but are not limited to:

  • Student records;
  • Program records;
  • Supporting documents.
Retention is in accordance with 2 CFR 200.334.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after submission of final expenditure report of the 5-year grant cycle, then destroy.

DAN 22-10-69663 (Public Affairs and Public Disclosure Records)