All-University Records Retention Schedules
Property Management Records
| Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
|---|---|---|---|---|
| Acquisition and Disposal -- Assets (Other Than Real Property) Records relating to the acquisition and disposal of assets other than real property (such as equipment, intellectual property, vehicles, vessels, etc.). Includes, but is not limited to:
Excludes records covered by Acquisition and Disposal -- Real Property/Land/Water Rights (DAN GS 24004; held by the Real Estate Office). For WSU purposes, this series also excludes excess federal property records (DAN 11-12-63485). | Campus Facilities Services* | Retain for 6 years after disposal of asset, then destroy. | GS 21001 Rev. 1 | |
| Acquisition and Disposal -- Assets (Other Than Real Property) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21001 Rev. 1 | |
| Authorizations/Certifications -- Assets Records relating to licenses, permits, accreditations, certifications, inspections, and other authorizations acquired by the University in relation to its assets from regulating authorities (local, state, federal agencies and/or courts), where not covered by a more specific records series, such as:
| Department* | Retain for 6 years after authorization expired/ superseded/terminated, then destroy. | GS 21013 | |
| Authorizations/Certifications -- Assets (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21013 | |
| Capital Construction Projects -- Project Administration and Process Records not required beyond the warranty period that relate to the project administration/process for new construction or additions/remodels (affecting the structure of the building/facility) for both routine and significant structures, provided the longer-term records documenting the project are retained in accordance with either:
| Facilities Services* | Retain for 6 years after project completion/ acceptance, then destroy. | GS 21014 | |
| Capital Construction Projects -- Project Administration and Process (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21014 | |
| Capital Construction Projects -- Routine Buildings/Facilities Records relating to the design, new construction, or additions/ remodels (affecting the structure of the building/facility) of routine structures. Also includes records relating to the preliminary planning of the University's routine capital construction projects where the project was not proceeded with/completed. Includes, but is not limited to:
| Facilities Services* | Retain for 6 years after disposal of asset/ abandonment of project, then destroy. | GS 21010 Rev. 2 | |
| Capital Construction Projects -- Routine Buildings/Facilities (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21010 Rev. 2 | |
| Capital Construction Projects -- Significant Buildings/Facilities Records relating to the design, new construction, or additions/remodels (affecting the structure of the building/facility) of significant structures, such as:
| Facilities Services* | Retain for 6 years after completion/abandonment of project, then Transfer to Archives for permanent retention. | GS 21011 Rev. 2 | Archival (permanent retention) |
| Capital Construction Projects -- Significant Buildings/Facilities (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21011 Rev. 2 | |
| Disbursement of University Supplies/ Consumables Records documenting the disbursement of University supplies (such as office supplies, fuel, parts and other consumables). | Department* | Retain for 6 years after end of fiscal year, then destroy. | GS 16005 Rev. 1 | |
| Disbursement of University Supplies/ Consumables (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 16005 Rev. 1 | |
| Facility Systems and Equipment -- Installation Records relating to the installation of systems and equipment in University facilities that are not integral to the structure of the facility and that may be replaced during the life of the facility, such as:
| Campus Facilities Services* or Information Technology Svcs.* | Retain for 6 years after disposal of systems/equipment, then destroy. | GS 21015 | Essential |
| Facility Systems and Equipment -- Installation (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21015 | |
| Federal Excess Property File Provides a record of the acquisition, utilization, and disposition of property acquired by WSU from the federal excess property program. Request documentation for federal excess property, using temporary (for use during the course of a grant contract) or permanent transfer of federal property to WSU, includes the Federal Excess Property Request (WSU 1303) and SF-122, Transfer Order–Excess Personal Property. (Records held by Facilities Services are maintained by the Surplus Stores unit.) | Sponsored Programs Services* or Facilities Services | Retain for 6 years after item disposed of (permanent transfer) or 3 years after termination of contract (temporary transfer), then destroy. | 11-12-63485 Rev. 1 | |
| Federal Excess Property File (secondary copy) | Department (secondary copy) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63485 Rev. 1 | |
| Inspections/Monitoring -- Regulated Records relating to inspecting/monitoring of assets owned, used or maintained by the University where required by regulatory agencies and where not covered by a more specific records series. Includes, but is not limited to underground storage tank (UST) inspections (40 CFR 280.45). Note: Records documenting inspecting/monitoring of other entities' assets by a state agency in its regulatory capacity are covered by the agency's specific records retention schedule. | EHS (Pullman)* or Department* | Retain for 6 years after end of calendar year and correction of any violations, then destroy. | GS 21016 | |
| Inspections/Monitoring -- Regulated (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21016 | |
| Inspections/Monitoring -- Routine/ Nonregulated Records relating to the routine inspecting/monitoring of assets owned, used or maintained by the University where not required by regulatory agencies and not covered by a more specific records series. Includes, but is not limited to:
| Campus Facilities Services* or Department* | Retain until no longer needed for University business, then destroy. | GS 21017 | |
| Inspections/Monitoring -- Routine/ Nonregulated (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21017 | |
| Inventories -- Capital Assets Records relating to inventories of land, buildings, furniture, equipment and other capital assets. May be used for input into the statewide reporting system. Includes, but is not limited to:
| Business Services-- Property Inventory* | Retain for 6 years after superseded, then destroy. | GS 16008 Rev. 2 | Essential |
| Inventories -- Capital Assets (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 16008 Rev. 2 | |
| Inventories -- Supplies, Commodities, and Parts Running inventories used to manage stocks of expendable materials such as office supplies, parts, and other expendable supplies, describing the materials and indicating current stock balances. | Department* | Retain for 6 years after end of fiscal year, then destroy. | GS 16004 Rev. 1 | |
| Inventories -- Supplies, Commodities, and Parts (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 16004 Rev. 1 | |
| Inventory Control Reports (Inventory and Surplus) Provides a record of changes in the department's equipment inventory. Includes Inventory Control Reports (WSU 1033) and Surplus Disposal Requests (SDRs). | Property Inventory* or Surplus Stores* | Retain for 6 years after date of document, then destroy. | 11-12-63492 Rev. 1 | |
| Inventory Control Reports (Inventory and Surplus) (secondary copy) | Transferring Department; Recipient Department (secondary copies) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63492 Rev. 1 | |
| Lost and Found Property Records relating to the receipt of personal property left behind in/at University facilities, vehicles and/or events and the return/disposal of the item. Includes, but is not limited to:
| WSU Police* or Department* | Retain for 3 years after return/disposal of item, then destroy. | GS 21012 | |
| Lost and Found Property (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21012 | |
| Maintenance -- Major and/or Regulated Records documenting all major maintenance (which is beyond regular upkeep) and all regulated maintenance (required by regulatory agencies and/or local, state or federal statute and/or court order/rule) which is performed on assets owned, used or maintained by the University. Includes, but is not limited to
| Campus Facilities Services* | Retain for 6 years after disposal of asset, then destroy. | GS 21008 Rev. 1 | Essential |
| Maintenance -- Major and/or Regulated (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 21008 Rev. 1 | |
| Maintenance -- Minor Nonregulated Records documenting minor maintenance (regular upkeep) performed on assets owned, used or maintained by the University and is not required by a regulatory agency, such as:
| Department* | Retain for 6 years after completion of work, then destroy. | GS 21002 Rev. 1 | |
| Operating Manuals Operating manuals, specifications, vendor statements and other related documentation for assets owned, used or maintained by the University where not covered by a more specific records series. Note: For WSU purposes, this series:
| Department* | Retain until superseded or disposal of asset, whichever is sooner, then destroy or Transfer to new owner. | GS 16011 | Essential |
| Operating Manuals (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 16011 | |
| Property and Equipment Management File and Preventive Maintenance Record of departmental equipment by inventory numbers, surplus stores sales and related documents. Facilities Services storeroom inventory and stock for resale, utility maps, building as builts and building replacement parts. | Controller* and/or Campus Facilities Services* | Retain for 2 years after end of fiscal year, then destroy. | 90-03-45979 Rev. 2 | |
| Use of University Facilities/Equipment/ Vehicles Records relating to allowing use of University assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by University staff (including contractors and volunteers), other agencies, students/ clients and the general public. Includes, but is not limited to:
| Facilities Services* | Retain for 3 years after asset returned/ use completed, then destroy. | GS 07003 Rev. 1 | |
| Use of University Facilities/Equipment/ Vehicles (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 07003 Rev. 1 |