All-University Records Retention Schedules
Administrative–General Office Operations
Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
---|---|---|---|---|
Advisory Body Records Records documenting the actions, meetings and membership of boards, commissions, committees, councils, task forces, etc., that are created to act strictly in an advisory capacity to the University and have no final decision-making powers. Also includes interagency/ national/external advisory bodies for which the University acts as secretary/keeper of the official records. Includes, but is not limited to:
| Department* | Retain for 6 years after end of calendar year, then Transfer to Archives for appraisal and selective retention. | GS 10015 | Archival (appraisal required) |
Award Files Provides a record of application and related materials for national, regional, and statewide awards processed by the University. Includes, but is not limited to: awards processed by the Office of the Provost and WSU Pullman Chancellor (e.g., Faculty Excellence, Carnegie (CASE) Professor of the Year, Burlington Northern, Bryn Mawr Awards); awards processed by WSU Extension. | Department* | Retain for 2 years after award, then Transfer to Archives for appraisal and selective retention. | 16-06-68981 Rev. 1 | Archival (appraisal required) |
Brainstorming and Collaborating Records generated as part of the brainstorming/ collaboration process. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50006 | |
Business/Work Plans Records relating to plans for the management of the University's business divisions/units, projects, assets, workforce, etc., including timelines, performance measures and areas of responsibility. Includes, but is not limited to:
| Department* | Retain for 2 years after completion/expiration of plan, then destroy. | GS 09008 Rev. 1 | |
Calendars -- Employees (Other Than Elected Officials and University Heads) Records documenting the day-by-day meetings and other work-related appointments of University employees other than elected officials and University heads. Includes, but is not limited to:
| Department* | Retain for 1 year after end of calendar year, then destroy. | GS 09023 Rev. 1 | |
Charity Fundraising (Combined Fund Drive) Records relating to the University's coordination, participation, and support of fundraising campaigns and promoting employee payroll deductions for charities. Note for WSU purposes: This series applies to Combined Fund Drive fundraising campaigns only. Includes, but is not limited to:
| Charity Fund Drive Campaign Coordinator* | Retain for 6 years after end of fiscal year, then destroy. | GS 09021 Rev. 2 | |
Client/Customer Feedback and Complaints Records relating to the capturing and receiving of feedback/information/data (including complaints) from the University's clients/customers concerning policies, procedures, business practices, customer service, etc., where not covered by a more specific records series. Includes, but is not limited to:
For WSU purposes, this records series also excludes records covered by Complaints and Grievances -- Exonerated (DAN 03006) and Complaints and Grievances -- Upheld (DAN 03003); see the Payroll/Personnel Records table for both. Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080). | Department* | Retain for 3 years after feedback received/ resolution of complaint, then destroy. | GS 09016 Rev. 1 | |
Contact Information Records relating to the contact details of external clients/ stakeholders the University has gathered/received and the maintenance of such lists/collections. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50007 | |
Drafting and Editing Records relating to the drafting/editing of correspondence, documents, and publications. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50008 | |
Electronic Communications Retention Electronic communications are methods of sending or receiving information, not types of records. Electronic communication methods include, but are not limited to: e-mail, instant messaging, social networking, and text messaging. Information generated or received on an electronic communication system needs to be managed according to the informational content of the message. Electronic communications messages that are public records must be identified, scheduled, and retained. (See BPPM 90.03.) | Department* | Retain in accordance with the records series that is applicable to the informational content of the message. (See BPPM 90.03.) | -- various -- | |
Electronic Documents Used To Create Signed Paper Records Electronic documents created in order to print paper records that get signed, provided the signed paper records (or University copy of same, if signed original is sent) are retained in accordance with the current approved minimum retention period. Includes, but is not limited to Microsoft Word versions of minutes/letters/ correspondence/etc. used to print the hard copy that gets signed. Note: University departments should still create and retain copies of signed letters as evidence of the business transaction. | Department* | Retain until no longer needed for University business, then destroy. | GS 50009 | |
Establishment/Development History of University/Programs Records documenting the planning, establishment, and significant changes/developments of the University and its programs. Includes, but is not limited to:
| Department* | Retain for 6 years after end of calendar year, then Transfer to Archives for appraisal and selective retention. | GS 10013 Rev. 1 | Archival (appraisal required) |
Informational Notifications/Communications Records communicating basic/routine short-term information (regardless of format or media used) that:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50001 Rev. 2 | |
Internet Browsing Records routinely generated as part of internet browsing. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50010 | |
Meeting Arrangements Records relating to the administrative arrangements of meetings held by or on behalf of the University. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 09024 | |
Meeting Materials -- Members' Copies/Notes Individual members' meeting materials from participating in advisory, governing / executive / policy-setting, internal / external committees (including national/external bodies), provided the committee's records are retained by the secretary/responsible agency/member. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 09026 | |
Meetings -- Staff and Internal Committees Records documenting meetings of the University's staff and those of internal committees, commissions, councils, boards, task forces, etc. Includes, but is not limited to:
| Department* | Retain for 2 years after end of calendar year and until no longer needed for University business, then destroy. | GS 09009 Rev. 1 | |
Organizing/Monitoring Work In Progress Records relating to the assigning, prioritizing, tracking/ monitoring and status of work/projects in progress. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50011 | |
Policies and Procedures -- Administrative Functions Records relating to the development, implementation, and interpretation of the policies and procedures developed by the University to implement internal administrative functions (such as facility management, finance, human resources, purchasing, information management, etc.) where these functions are not the University's core mission. Includes, but is not limited to:
| Department* | Retain for 6 years after superseded, then destroy. | GS 09028 | Essential |
Process Improvement Records relating to process improvements undertaken by the University to improve the efficiency and effectiveness of the University, its programs and services. Includes process improvement initiatives at both the:
| Department* | Retain for 6 years after end of improvement cycle/project, then destroy. | GS 09012 Rev. 1 | |
Provision of Advice, Assistance, or Information Records relating to requests received and provision of advice, technical assistance and information (including University-initiated communications) concerning the University, its core business, programs and services, where not covered by a more specific records series Includes, but is not limited to: Internal and external correspondence/communications (regardless of format) relating to the request/University-initiated advice, assistance or information. Excludes records covered by:
| Department* | Retain for 2 years after communication received or provided, whichever is later, then destroy. | GS 09022 Rev. 1 | |
Records Documented As Part of More Formalized Records Records where the evidence of the business transaction has been documented as part of another more formalized record of the University which is retained in accordance with the current approved minimum retention period. Includes, but is not limited to:
| Department* | Retain until verification of successful conversion/keying/ transcription, then destroy. | GS 50012 | |
Reference Materials Materials gathered from outside sources for reference/ reading use which are not evidence of the University's business transactions. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50013 | |
Reporting Internally -- Routine Program/ Project/Work Unit Reports/Statistics Records relating to routine internal statistical and narrative reports provided to management documenting/tracking the activities and work accomplishments of a division/program/ project for a given time period. Includes, but is not limited to monthly/quarterly/yearly reports. Excludes:
| Department* | Retain for 2 years after end of fiscal year, then destroy. | GS 09029 | |
Reporting To External Agencies (Mandatory) Records relating to the mandatory reporting/notifying/filing by the University to external agencies in accordance with federal, state or local law or by court order/rule, where not covered by a more specific records series, such as reporting to:
| Department* | Retain for 6 years after submitted, then destroy. | GS 19004 Rev. 1 | |
Requests for Basic/Routine University Information Internal and external requests for, and provision of, routine information about the operations of the University, such as:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50002 Rev. 1 | |
Scheduling -- Appointments/Meetings Records relating to the scheduling of appointments/ meetings (such as checking participant and room availability, rescheduling, accepting/declining meeting invitations, etc.) provided the calendar record of the appointment/meeting is retained in accordance with:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50014 | |
Secondary (Duplicate) Copies Copies of records (created or received), provided that the University retains the primary copy of the record in accordance with the current approved minimum retention period. Includes, but is not limited to:
Note: This does not apply to records series that have stated retention periods for secondary copies. | Department* | Retain until no longer needed for University business, then destroy. | GS 50005 Rev. 1 | |
Studies (Minor/Routine) Records relating to the conducting of minor/routine studies and developing ad hoc reports not initiated at the executive level or conducted in response to a legislative order, executive order, federal requirement or court order where not covered by a more specific records series. Includes, but is not limited to:
| Department* | Retain for 2 years after conclusion of study, then destroy. | GS 09006 Rev. 1 | |
University-Generated Forms and Publications -- Copies Blank forms and duplicate copies of publications, provided the University retains the primary record in accordance with the current approved minimum retention period and that the forms are not required for audit or accountability purposes. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50003 Rev. 1 | |
Unsolicited Additional Materials Additional materials received by the University that are:
| Department* | Upon receipt, return to sender or destroy. | GS 50015 | |
Work Instructions/Desk Manuals Routine, day-to-day task/work instructions, desk manuals, etc. | Department* | Retain until superseded, then destroy. | GS 09001 Rev. 1 |