University Records Retention Schedules

Administrative–Executive Level Records (Dean and above)

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

Accreditation Records


Documents the accreditation process (arrangements, self-study and site visit) and includes detail and final accreditation report.

Official Copy: Any Department and/or Office of the Provost

Retention and Disposition: Retain for 10 years after next accreditation, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 00-03-59624 (Administrative Executive Level Records)

Ballots


Official ballots for Faculty Senate members, officers, and committee members.

Note: The Faculty Senate office holds primary copies of ballots for Senate officers and committee members. The applicable college dean's offices hold primary copies of ballots related to college-level representation to the Faculty Senate.

Official Copy: Faculty Senate and/or College Dean's Office

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

Other Copies: Faculty Senate (reference copy of college-level election participation levels and results)

DAN 85-09-36077 Rev. 1 (Administrative Executive Level Records)

Calendars–Elected Officials and University Heads


Records documenting the day-to-day meetings and other official appointments of elected officials and the head of the University. Includes, but is not limited to:

  • Calendar records stored in Microsoft Outlook and other calendaring software/apps;
  • Hardcopy calendars/appointment books/diaries/etc.
Excludes records covered by:
  • Organizing/Monitoring Work in Progress (DAN GS 50011);
  • Scheduling–Appointments/Meetings (DAN GS 50014).
Official Copy: Executive Department

Retention and Disposition: Retain for 4 years after end of calendar year, then transfer to Archives for appraisal and selective retention. (Archival)

DAN GS 10008 Rev.2 (Administrative Executive Level Records)

Executive Ethics Board Investigation Reports, University Copy


University copies of Executive Ethics Board (EEB) reports of allegations of ethics violations as a result of complaints filed with the EEB under chapter 42.52 RCW.

Official Copy: Internal Audit

Retention and Disposition: Retain for 3 years after date of report, then destroy.

Other Copies: President's Office; Executive Ethics Board

DAN 04-06-60693 Rev. 1 (Administrative Executive Level Records)

Governing/Executive/Policy-Setting Body Records


Records documenting the actions, meetings and membership of the University's governing body, executive management team and other policy-setting/decision-making boards, committees, commissions, councils, task forces, etc. Also includes interagency/national/external policy-setting/decision-making bodies for which the University acts as secretary/keeper of the official records.

Includes, but is not limited to:

  • Agendas, meeting/agenda packets (briefs, reference materials, documents for approval, etc.);
  • Speaker sign-up, written testimony;
  • Audio/visual recordings and transcripts of proceedings;
  • Minutes;
  • Orders, resolutions, etc.;
  • Records documenting final decisions on membership appointments, reappointments, and terminations;
  • Selected images/photographs showing the committee membership at particular points in time (such as board/ committee portraits, etc.) and/or significant stages of the board/committee’s life.
Excludes records covered by:
  • Advisory Body Records (DAN GS 10015);
  • Meeting and Board/Committee Administrative Arrangements (DAN GS 09024);
  • Meeting Materials–Members' Copies/Notes (DAN GS 09026).
Note: For WSU purposes, this series may also include minutes and files of federal and state agency committees for development of areas/interests involving WSU, endowment investment committees, University committees chaired by staff, and administrative board meetings, e.g., ASWSU, Compton Union Board.

Official Copy: Executive Department

Retention and Disposition: Retain within 6 years after end of calendar year, then transfer to Archives for permanent retention. (Archival / Essential)

Other Copies: Any Department

DAN GS 10004 Rev. 2 (Administrative Executive Level Records)

Policies and Procedures–University Core Mission


Records relating to the development, implementation, and interpretation of the policies and procedures developed by the University to implement its core functions and mission. Also includes less formal policy decisions which set or impact the direction and priorities of the University (such as elected officials/University head correspondence/communications, etc.) Includes, but is not limited to:

  • Each adopted/approved version of policies and procedures;
  • Records documenting the development of policies and procedures;
  • Legal advice related to the development, implementation, and interpretation of the policies and procedures;
  • Policy statements;
  • Papers of executive direction.
Excludes records covered by Rule Making (Washington Administrative Code–WAC) (GS 10009; held by Policies, Records, and Forms).

Official Copy: Executive Department

Retention and Disposition: Retain for 6 years after superseded, then transfer to Archives for appraisal and selective retention. (Archival / Essential)

DAN GS 10002 Rev. 2 (Administrative Executive Level Records)

Stakeholder Liaisons (Significant) – Elected Officials and University Heads


Records documenting the interactions between the University’s elected officials/University head and key stakeholders, such as:

  • Legislators;
  • Other elected officials and agency heads in Washington State and from other state, federal, and international governments;
  • Business and community leaders;
  • Persons of local, state, national, or international renown.
Includes, but is not limited to:

  • Correspondence/communications;
  • Presentations/papers delivered to meetings/conferences of key stakeholders;
  • Transcripts and/or recordings of speeches to key stakeholders.
Official Copy: Executive Department

Retention and Disposition: Retain until completion of term/appointment, then transfer to Archives for appraisal and selective retention. (Archival)

DAN GS 10017 (Administrative Executive Level Records)

Strategic Plans–Development


Records relating to the development of the University's strategic plans.

Official Copy: Executive Department

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

Other Copies: Any Department

DAN GS 09027 (Administrative Executive Level Records)

Strategic Plans–Final (Unpublished)


Final version of University-wide strategic, long-term plans used to align the University's organizational and budget structure with its priorities, missions and objectives developed in accordance with RCW 43.88.090 and not published.

Excludes published strategic plans covered by State Publications (DAN GS 15008).

Official Copy: Any Department

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

Other Copies: Any Department

DAN GS 10001 Rev. 1 (Administrative Executive Level Records)

Studies (Major)–Final Reports (Unpublished)


Unpublished final reports of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses University-wide operations or issues, affects the most important or most critical University functions, or addresses areas of public visibility or concern.

Excludes:

  • Published final reports covered by State Publications (DAN GS 15008);
  • Records covered by Studies (Major)–Working Papers/ Development (DAN GS 09030).
Official Copy: Executive Department

Retention and Disposition: Retain for 6 years after conclusion of study, then transfer to Archives for appraisal and selective retention. (Archival)

DAN GS 10016 (Administrative Executive Level Records)

Studies (Major)–Working Papers/ Development


Records relating to the conducting of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses University-wide operations or issues, affects the most important or most critical University functions or addresses areas of public visibility or concern.

Excludes:

  • Published final reports covered by State Publications (DAN GS 15008);
  • Records covered by Studies (Major)–Final Reports (Unpublished) (DAN GS 10016).
Official Copy: Executive Department

Retention and Disposition: Retain for 6 years after conclusion of study, then destroy.

DAN GS 09030 (Administrative Executive Level Records)