All-University Records Retention Schedules
Public Affairs and Public Disclosure Records
| Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
|---|---|---|---|---|
| Advertising and Promotion Records relating to the planning and/or execution of advertising and promotional activities conducted by the University to promote the University's mission or business. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then Transfer to Archives for appraisal and selective retention. | GS 05006 Rev. 1 | Archival (appraisal required) |
| Advertising and Promotion (secondary copy) | Department (reference copy) | Retain until admin purpose served, then destroy. | Secondary copy under GS 05006 Rev.1 | |
| Assumption of Risk and Release of Liability Forms–No Accident Claim (Under 18 Years) Provides a record of agreement signed by an individual (affiliated with WSU or visiting) under 18 years of age (with parent/guardian consent) to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made. | Department* | Retain for 3 years + 60 days after 18th birthday, then destroy. | 98-06-58499 Rev. 3 | |
| Assumption of Risk and Release of Liability Forms–No Accident Claim (Under 18 Years) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 98-06-58499 Rev. 3 | |
| Assumption of Risk and Release of Liability Forms–No Accident Claim (18 Years or Over) Provides a record of agreement by an individual (affiliated with WSU or visiting) 18 years or older to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made. | Department* | Retain for 3 years + 60 days after termination of activity, then destroy. | 98-06-58498 Rev. 3 | |
| Assumption of Risk and Release of Liability Forms–No Accident Claim (18 Years or Over) (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 98-06-58498 Rev. 3 | |
| Assumption of Risk and Release of Liability Forms–With Accident Claim Provides a record of agreement signed by an individual (affiliated with WSU or visiting) to participate in University programs and activities at their own risk. This record series covers retention of this form when an accident claim has been made. | Department* | Retain for 3 years + 60 days after claim resolved, then destroy. | 98-06-58500 Rev. 3 | |
| Assumption of Risk and Release of Liability Forms–With Accident Claim (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 98-06-58500 Rev. 3 | |
| Celebrations/Ceremonies/Events -- Routine Records relating to the University's involvement in routine celebrations/ceremonies/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.). Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 05008 | |
| Celebrations/Ceremonies/Events -- Routine (secondary copy) | Department (reference copy) | Retain until admin purpose served, then destroy. | Secondary copy under GS 05008 | |
| Celebrations/Ceremonies/Events -- Significant Records relating to the University's involvement in celebrations/ceremonies/events of particular significance to the University and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, etc.). Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then Transfer to Archives for appraisal and selective retention. | GS 05009 | Archival (appraisal required) |
| Celebrations/Ceremonies/Events -- Significant (secondary copy) | Department (reference copy) | Retain until admin purpose served, then destroy. | Secondary copy under GS 05009 | |
| General Information -- External Information received from other agencies, commercial firms, or private institutions, which requires no action and is no longer needed for University business purposes. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 50004 | |
| Media Releases and Coverage Records relating to the University's communications with the media and coverage in the media of the University's activities and accomplishments. Includes, but is not limited to:
| Department* | Retain for 2 years after end of calendar year, then Transfer to Archives for appraisal and selective retention. | GS 05003 Rev. 1 | Archival (appraisal required) |
| Minor Participant Guidelines and Emergency Care Agreements Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for minor participants (under 18 years of age) in University academic, athletic, or recreation activities or events. Includes agreements signed by participants and parent/guardians acknowledging that they have read and understood the guidelines for participation, and permissions from parent/guardians for University officials to seek emergency medical care for the participants. | Department* | Retain for 6 years after 18th birthday, then destroy. | 09-07-62063 Rev. 1 | |
| Online Content Management Records documenting the publishing/changing of the University's online (internet and intranet) content. Includes, but is not limited to:
| Department* | Retain for 1 year after online content removed, then destroy. | GS 15010 Rev. 1 | |
| Participant Guidelines and Emergency Care Agreements (18 Years or Over) Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for participants (18 years of age or over), including advisors and chaperones, in University academic, athletic, or recreation activities or events. May include agreements signed by participants acknowledging that they have read and understood the participation guidelines, and permissions for University officials to seek emergency medical care for participants. | Department* | Retain for 6 years after termination of participation in activity, then destroy. | 09-07-62062 Rev. 1 | |
| Photograph/Recording Release Files Provides a record of authorization by adult models for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion. | Department* | Retain for 6 years after disposal of image or recording, then Transfer to Archives for appraisal and selective retention. | 11-12-63650 | Archival (appraisal required) |
| Photograph/Recording Release Files for Minors Provides a record of authorization by minor models (under age 18) or parents/guardians for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion. | Department* | Retain for 6 years after disposal of image or recording or 6 years after minor reaches age 18, whichever occurs last, then Transfer to Archives for appraisal and selective retention. | 11-12-63651 | Archival (appraisal required) |
| Public Disclosure/Records Requests Records relating to requests from the general public for access to the University's public records in accordance with chapter 42.56 RCW. Includes, but is not limited to:
| Public Records Office* | Retain for 2 years after public records request fulfilled, then destroy | GS 05001 Rev. 2 | |
| Public Disclosure/Records Requests (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 05001 Rev. 2 | |
| Publications–Development Records relating to the drafting, development, design and production of University-created publications. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 15009 Rev. 1 | |
| Stakeholder Group Relations Records relating to developing and maintaining cooperative working relationships with stakeholder groups (such as community groups, government agency associations/ taskforces/ committees, professional associations, etc.) where not covered by a more specific records series. Includes, but is not limited to:
| Department* | Retain for 2 years after end of calendar year, then destroy. | GS 05010 | |
| Stakeholder Group Relations (secondary copy) | Department (reference copy) | Retain until admin purpose served, then destroy. | Secondary copy under GS 05010 | |
| State Publications State publications (as defined in RCW 40.06.010(4)), regardless of format, published by the University and intended for distribution to state government, the public, or the legislature. Includes, but is not limited to:
| Department* | Retain until date of publication, then Transfer to Archives for permanent retention. | GS 15008 Rev. 2 | Upon publication, transfer two copies of printed format publications and/or one copy of electronic publications to WA State Library Archival (Permanent retention) |
| State Publications -- Transfers To Library (University Compliance Records) Records relating to the transfer/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW. Includes, but is not limited to:
| Department* | Retain for 6 years after end of calendar year, then destroy. | GS 15011 | |
| Training -- Arrangements Records relating to the administrative arrangements of University-provided training courses, seminars and workshops. Includes, but is not limited to:
| Department* | Retain until no longer needed for University business, then destroy. | GS 22001 Rev. 1 | |
| Training -- Development Records relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc. Excludes records covered by:
| Department* | Retain until training no longer provided by the University, then destroy. | GS 22006 | |
| Training -- General Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:
| Department* | Retain for 3 years after training provided, then destroy. | GS 22007 | |
| Training -- Mandatory or Certification/Hours/Credit Provided Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:
| Department* | Retain for 6 years after training provided, then destroy. | GS 22008 | |
| TRIO Program Pre-College Student Records Student records for pre-college participants in federally-supported TRIO program that are not covered under an existing record series with a longer retention period. Records may include, but are not limited to:
| Department* | Retain for 3 years after submission of final expenditure report of the 5-year grant cycle, then destroy. | 22-10-69663 |