University Records Retention Schedules
Property Management Records
| Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.” |
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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). Official Copy: Campus Facilities Services Retention and Disposition: Retain for 6 years after disposal of asset, then destroy. Other Copies: Any Department DAN GS 21001 Rev. 1 (Property Management Records) |
Authorizations/Certifications Received by UniversityRecords relating to licenses, permits, accreditations, certifications, and other authorizations received by the University from other regulating authorities or external organizations, where not covered by a more specific records series. Includes, but is not limited to:
Retention and Disposition: Retain for 6 years after authorization expired/ superseded/terminated, then destroy. Other Copies: Any Department DAN GS 21013 Rev. 1 (Property Management Records) |
Capital Construction Projects–Project Administration and ProcessRecords 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:
Retention and Disposition: Retain for 6 years after project completion/ acceptance, then destroy. Other Copies: Any Department DAN GS 21014 (Property Management Records) |
Capital Construction Projects–Routine Buildings/FacilitiesRecords 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 capital construction projects of routine structures where the project was not proceeded with/completed. Includes, but is not limited to:
Retention and Disposition: Retain for 6 years after disposal of asset/abandonment of project, then destroy. Other Copies: Any Department DAN GS 21010 Rev. 2 (Property Management Records) |
Capital Construction Projects–Significant Buildings/FacilitiesRecords relating to the design, new construction, or additions/remodels (affecting the structure of the building/facility) of significant structures, such as:
Retention and Disposition: Retain for 6 years after completion/abandonment of project, then transfer to Archives for permanent retention. (Archival) Other Copies: Any Department DAN GS 21011 Rev. 2 (Property Management Records) |
Disbursement of University Supplies/ ConsumablesRecords documenting the disbursement of University supplies (such as office supplies, fuel, parts and other consumables). Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Other Copies: Any Department DAN GS 16005 Rev. 1 (Property Management Records) |
Facility Systems and Equipment–InstallationRecords 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:
Retention and Disposition: Retain for 6 years after disposal of systems/equipment, then destroy. (Essential) Other Copies: Any Department DAN GS 21015 (Property Management Records) |
Federal Excess Property FileProvides 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.) Official Copy: Sponsored Programs Services; Facilities Services Retention and Disposition: Retain for 6 years after item disposed of (permanent transfer) or 3 years after termination of contract (temporary transfer), then destroy. Other Copies: Any Department Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. DAN 11-12-63485 Rev. 1 (Property Management Records) |
Inspections/Monitoring–RegulatedRecords 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. Official Copy: EHS (Pullman); Any Department Retention and Disposition: Retain for 6 years after end of calendar year and correction of any violations, then destroy. Other Copies: Any Department DAN GS 21016 (Property Management Records) |
Inspections/Monitoring–Routine/NonregulatedRecords 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:
Retention and Disposition: Retain until no longer needed for University business, then destroy. Other Copies: Any Department DAN GS 21017 Rev. 1 (Property Management Records) |
Inventories–Capital AssetsRecords 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:
Retention and Disposition: Retain for 6 years after superseded, then destroy. (Essential) Other Copies: Any Department DAN GS 16008 Rev. 2 (Property Management Records) |
Inventories–Supplies, Commodities, and PartsRunning inventories used to manage stocks of expendable materials such as office supplies, forms, parts, and other expendable supplies, describing the materials and indicating current stock balances. Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Other Copies: Any Department DAN GS 16004 Rev. 2 (Property Management Records) |
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). Official Copy: Property Inventory; Surplus Stores Retention and Disposition: Retain for 6 years after date of document, then destroy. Other Copies: Transferring Department; Recipient Department Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. DAN 11-12-63492 Rev. 1 (Property Management Records) |
Lost and Found PropertyRecords 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:
Official Copy: WSU Police Department; Any Department Retention and Disposition: Retain for 3 years after return/disposal of item, then destroy. Other Copies: Any Department DAN GS 21012 (Property Management Records) |
Maintenance–Major and/or RegulatedRecords 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:
Retention and Disposition: Retain for 6 years after disposal of asset, then destroy. (Essential) Other Copies: Any Department DAN GS 21008 Rev. 1 (Property Management Records) |
Maintenance–Minor NonregulatedRecords documenting minor maintenance (regular upkeep) performed on assets owned, used, or maintained by the University and not required by a regulatory agency, such as:
Retention and Disposition: Retain for 3 years after completion of work, then destroy. DAN GS 21002 Rev. 2 (Property Management Records) |
Operating ManualsOperating 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:
Retention and Disposition: Retain until superseded or disposal of asset, whichever is sooner, then destroy or transfer to new owner. (Essential) Other Copies: Any Department DAN GS 16011 (Property Management Records) |
Property and Equipment Management File and Preventive MaintenanceRecord 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. Official Copy: Controller; Campus Facilities Services Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. DAN 90-03-45979 Rev. 2 (Property Management Records) |
Use of University Facilities/Equipment/ VehiclesRecords 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:
Retention and Disposition: Retain for 3 years after asset returned/use completed, then destroy. Other Copies: Any Department DAN GS 07003 Rev. 1 (Property Management Records) |