University Records Retention Schedules

Records Management Files

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

Contaminated/Compromised Records


Records which have yet to reach their minimum retention and have been either:

  • Physically contaminated with mold, chemicals, sewage, etc. to such an extent that handling the records poses an occupational health and safety risk; or
  • Electronic records contaminated with viruses, malware, etc., that pose a risk to the integrity of the agency’s information systems.
Excludes spam records covered by General Information – External (DAN GS 50004).

Official Copy: Any Department

Retention and Disposition: Retain until a good faith effort has been made to render the records or copies of the records safe for use, then destroy.

DAN GS 11018 (Records Management Files)

Conversion/Conservation of Records


Records documenting the process of converting the University's 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 public records. Includes, but is not limited to:

  • Migration of digital records (mapping schemas, testing reports, etc.);
  • Digitization of paper-based records (tests, inspection results, etc.);
  • Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.);
  • Transfer of magnetic recordings;
  • Records documenting conservation (repair/stabilization) treatments performed on public records.
Excludes source records covered by:

  • Contaminated/Compromised Records (GS 11018);
  • Source Records—Imaged/Migrated (Archival) (DAN GS 11014);
  • Source Records–Imaged/Migrated (Nonarchival) (DAN GS 11012).
Official Copy: Any Department

Retention and Disposition: Retain until the converted/repaired records have been destroyed in accordance with a current approved records retention schedule, then destroy.

DAN GS 11013 Rev. 2 (Records Management Files)

Destruction/Transfer of Records


Records documenting the destruction and/or transfer of legal custody of the University’s public records.

Includes, but is not limited to:
  • Affidavits;
  • University authorizations;
  • Certificates/notices of destruction;
  • Destruction logs;
  • Transfer agreements/transmittals.
Official Copy: Any Department

Retention and Disposition: Retain for 50 years after end of calendar year, then destroy.

DAN GS 11001 Rev. 3 (Records Management Files)

Forms–Accountable


Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets, and licenses, etc. (Includes the WSU Receipt and the WSU Invoice.)

Note: These records are retained for audit purposes.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year in which form was created/printed, then destroy.

DAN GS 12004 Rev. 2 (Records Management Files)

Forms–Development


Records relating to the design, creation, and revision of University-created forms. Includes, but is not limited to:

  • Design/specification records;
  • Printing/production records;
  • Proofs/samples.
Official Copy: Any Department

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

DAN GS 12001 Rev. 2 (Records Management Files)

Records Control


Records relating to the physical and intellectual control of the University's records, including, but not limited to:

  • Files classifications schemes/guidelines;
  • Inventories;
  • Records center transmittals/retrievals;
  • Master indexes, lists, registers, tracking systems, databases, and other finding aids used to access public records designated as nonarchival;
  • Related correspondence/communications.
(For WSU purposes, series includes Schedules–Master Control.)

Excludes records covered by:

  • Destruction/Transfer of Records (DAN GS 11001).
  • Emergency/Disaster Preparedness and Recovery Plans (DAN GS 14010).
Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as archival should be retained with the records and transferred to University Archives.

Official Copy: Any Department

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

DAN GS 11009 Rev. 3 (Records Management Files)

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.

Official Copy: Policies, Records, and Forms

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

Other Copies: Any Department

DAN GS 11003 Rev. 1 (Records Management Files)

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:

  • Paper records which are scanned/digitized in accordance with Requirements for the Destruction of Paper Records After Imaging;
  • Paper records which are microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm;
  • Digital records which are migrated to another digital format;
  • Magnetic records (VHS, cassette tapes, reel to reel, 8-track tapes, etc.) which are migrated to another magnetic or a digital format.
Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

Official Copy: Any Department

Retention and Disposition: Retain until verification of successful conversion, then transfer to Archives for appraisal and selective retention. (Archival)

Note: See WA State Archives for documents referenced in included records list.

DAN GS 11014 Rev. 2 (Records Management Files)

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:

  • Paper records which are scanned/digitized in accordance with Requirements for the Destruction of Paper Records After Imaging;
  • Paper records which are microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm;
  • Digital records which are migrated to another digital format;
  • Magnetic records (VHS, cassette tapes, reel to reel, 8-track tapes, etc.) which are migrated to another magnetic or a digital format.
Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

Official Copy: Any Department

Retention and Disposition: Retain until verification of successful conversion, then destroy.

Note: See WA State Archives for documents referenced in included records list.

DAN GS 11012 Rev. 3 (Records Management Files)