All-University Records Retention Schedules

Administrative–Executive Level Records (Dean and above)

Record Series Title—Function/Purpose	Location (*Official Copy)	Retention and Disposition Action	Disposition Authority No.	Remarks
Accreditation Records Documents the accreditation process (arrangements, self-study and site visit) and includes detail and final accreditation report.	Department* and/or Office of the Provost*	Retain for 10 years after next accreditation, then Transfer to Archives for appraisal and selective retention.	00-03-59624	Archival (appraisal required)
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.	Faculty Senate* and/or College Dean's Office*	Retain for 2 years after end of academic year, then destroy.	85-09-36077 Rev. 1
Ballots (secondary copy)	Faculty Senate (reference copy of college-level election participation levels and results)	Retain until no longer needed for University business, then destroy.	Reference copy under 85-09-36077 Rev. 1
Calendars -- Elected Officials and University Heads Records documenting the day-to-day meetings and other official appointments of elected officials and University heads (dean and above). 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; see Admin-General Office Recs table); Scheduling -- Appointments/Meetings (DAN GS 50014; see Admin-General Office Recs table).	Executive Department*	Retain for 4 years after end of calendar year, then Transfer to Archives for permanent retention.	GS 10008 Rev. 1	Archival (permanent retention)
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.	Internal Audit*	Retain for 3 years after date of report, then destroy.	04-06-60693 Rev. 1
Executive Ethics Board Investigation Reports, University Copy (secondary copy)	President's Office; Executive Ethics Board (reference copies)	Retain until admin. purpose served, then destroy.	Secondary copy under 04-06-60693 Rev. 1
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, etc.); Speaker sign-up, written testimony; Audio/visual recordings and transcripts of proceedings; Minutes; Reports/correspondence/communications sent/received on behalf of the body; Orders, resolutions, etc.; Appointment, reappointment and termination correspondence/communications; 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; see Admin-Gen Office Recs table); Meeting Arrangements (DAN GS 09024; see Admin-Gen Office Recs table); Meeting Materials -- Members' Copies/Notes (DAN GS 09026; see Admin-Gen Office Recs table). 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.	Executive Department*	Retain for 6 years after date of document, then Transfer to Archives for permanent retention.	GS 10004 Rev. 1	Archival (permanent retention) Essential
Governing/Executive/Policy-Setting Body Records (secondary copy)	Department (reference copy)	Retain until admin. purpose served, then destroy.	Secondary copy under GS 10004 Rev. 1
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. 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) (DAN GS 10009; held by Policies, Records, and Forms.	Executive Department*	Retain for 6 years after superseded, then Transfer to Archives for appraisal and selective retention.	GS 10002 Rev. 1	Archival (appraisal required) Essential
Strategic Plans -- Development Records relating to the development of the University's strategic plans.	Executive Department*	Retain until no longer needed for University business, then destroy.	GS 09027
Strategic Plans -- Development	Department (reference copy)	Retain until admin. purpose served, then destroy.	Secondary copy under GS 09027
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; see Public Affairs and Public Disclosure Recs table).	Department*	Retain until no longer needed for University business, then Transfer to Archives for permanent retention.	GS 10001 Rev. 1	Archival (permanent retention) Essential
Strategic Plans – Final (Unpublished)	Department (secondary copy)	Retain until admin. purpose served, then destroy	Secondary copy under GS 10001 Rev. 1
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; see Public Affairs and Public Disclosure Recs table); Records covered by Studies (Major) -- Working Papers/ Development (DAN GS 09030).	Executive Department*	Retain for 6 years after conclusion of study, then Transfer to Archives for appraisal and selective retention.	GS 10016	Archival (appraisal required)
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; see Public Affairs and Public Disclosure Recs table); Records covered by Studies (Major) -- Final Reports (Unpublished) (DAN GS 10016).	Executive Department*	Retain for 6 years after conclusion of study, then destroy.	GS 09030