University Records Retention Schedules

Security Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”
Authorization–Building/Facility Access Records documenting the authorization of access for employees, contractors, students, volunteers, visitors, etc. to University buildings and facilities. Includes, but is not limited to: Requests and approvals for access and permissions; Assignment of security identification badges, building/card keys, access codes, etc. Excludes records covered by: Authorization–Systems/Telecommunications Access (DAN GS 14012); Entry/Exit Logs–Facilities (DAN GS 25007). Official Copy: Any Department Retention and Disposition: Retain for 6 years after termination of access, then destroy. (Essential) DAN GS 25001 Rev. 2 (Security Records)
Emergency/Disaster Preparedness–Contact Information Personal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster. Includes, but is not limited to: Personal contact information (cell/home phone, email address, etc.); Medical information (provider name, blood type, allergies, ADA requirements, etc.). Official Copy: Any Department Retention and Disposition: Retain until obsolete or superseded, then destroy. (Essential) DAN GS 25004 (Security Records)
Emergency/Disaster–Response/Recovery–Minor/Routine Records relating to the University's response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the University manages the recovery with minimal assistance and/or disruption to normal University operations. Official Copy: Any Department Retention and Disposition: Retain for 6 years after matter resolved/recovery complete, then destroy. DAN GS 25005 (Security Records)
Emergency/Disaster Preparedness–Response/Recovery – Significant Records relating to the University's response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the University deploys nonroutine procedures, mobilizes special resources, requires significant outside assistance and/or where normal University operations are suspended or significantly disrupted. Official Copy: Any Department Retention and Disposition: Retain for 6 years after matter resolved/recovery complete, then transfer to Archives for appraisal and selective retention. (Archival) DAN GS 25006 (Security Records)
Emergency/Disaster Preparedness and Recovery Plans Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the University's operations and assets. Includes, but is not limited to: Continuity of operations (COOP) plans; Coordination of essential records protection; Employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567. Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080). For WSU purposes: The department sends a copy of the documentation to the campus police or security department or the local police/fire department and the Emergency Management Office. Official Copy: Any Department Retention and Disposition: Retain for 3 years after obsolete or superseded, then destroy. (Essential) Other Copies: Campus Police or Security; Local Police/Fire Department; Emergency Management Office Other Copies Retention and Disposition: Retain until superseded, then destroy. DAN GS 14010 Rev. 3 (Security Records)
Entry/Exit Logs–Facilities Records documenting the entry and exit of staff, contractors, volunteers, visitors, etc. to University buildings and facilities (including secure areas) where not covered by a more specific records series. Includes, but is not limited to: Keycard transaction logs; Secure area logs (such as safe logs); Visitor books/logs. Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008). Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. DAN GS 25007 Rev. 1 (Security Records)
Key Assignment Record (WSU 1210) Provides a record of all keys assigned to an individual. Official Copy: Any Department Retention and Disposition: Retain for 1 year after termination of employment, then destroy. Other Copies: Any Department DAN 11-12-63615 (Security Records)
Key Roster (WSU 1264) Provides a record of all key holders assigned a specific key. Official Copy: Any Department Retention and Disposition: Retain for 1 year after key removed from service, then destroy. Other Copies: Any Department DAN 11-12-63616 (Security Records)
Security Incidents and Data/Privacy Breaches Records documenting security incidents, data/privacy breaches, assessments of threats received, responses, and investigations relating to University facilities, vehicles, equipment, supplies, information, targeted violence towards staff, students, and others, etc. Includes, but is not limited to: Incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.); Notification documentation; Reports to law enforcement agencies, University management, regulating authority, etc.; Records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.); Records documenting corrective action taken; Records documenting decision not to proceed with investigation/notification; Related correspondence/communications. Official Copy: Any Department Retention and Disposition: Retain for 6 years after matter resolved, then destroy. DAN GS 25008 Rev. 1 (Security Records)
Security Monitoring–No Incident Records relating to the routine security monitoring of the University's infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to: Alarm reports; Audio/visual recordings (such as CCTV, dash cams, etc.); Security patrol logs. For WSU purposes, includes WSUPD building security reports. Excludes records covered by: Audit Trails and System Usage Monitoring (DAN GS 14020); Security Incidents and Data/Privacy Breaches (DAN GS 25008); Law enforcement mobile recordings covered in the WSU Police Dept. retention schedule. Note: As with all public records, security recordings must be retained until final resolution of the case if they are requested or used in litigation. Official Copy: Any Department Retention and Disposition: Retain for 30 days after date record created or until determined that no security incident has occurred, whichever is sooner, then destroy. DAN GS 25003 Rev. 2 (Security Records)

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

Authorization–Building/Facility Access

Records documenting the authorization of access for employees, contractors, students, volunteers, visitors, etc. to University buildings and facilities. Includes, but is not limited to:

Requests and approvals for access and permissions;
Assignment of security identification badges, building/card keys, access codes, etc.

Excludes records covered by:

Authorization–Systems/Telecommunications Access (DAN GS 14012);
Entry/Exit Logs–Facilities (DAN GS 25007).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination of access, then destroy. (Essential)

DAN GS 25001 Rev. 2 (Security Records)

Emergency/Disaster Preparedness–Contact Information

Personal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster. Includes, but is not limited to:

Personal contact information (cell/home phone, email address, etc.);
Medical information (provider name, blood type, allergies, ADA requirements, etc.).

Official Copy: Any Department

Retention and Disposition: Retain until obsolete or superseded, then destroy. (Essential)

DAN GS 25004 (Security Records)

Emergency/Disaster–Response/Recovery–Minor/Routine

Records relating to the University's response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the University manages the recovery with minimal assistance and/or disruption to normal University operations.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after matter resolved/recovery complete, then destroy.

DAN GS 25005 (Security Records)

Emergency/Disaster Preparedness–Response/Recovery – Significant

Records relating to the University's response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the University deploys nonroutine procedures, mobilizes special resources, requires significant outside assistance and/or where normal University operations are suspended or significantly disrupted.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after matter resolved/recovery complete, then transfer to Archives for appraisal and selective retention. (Archival)

DAN GS 25006 (Security Records)

Emergency/Disaster Preparedness and Recovery Plans

Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the University's operations and assets. Includes, but is not limited to:

Continuity of operations (COOP) plans;
Coordination of essential records protection;
Employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567.

Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080).

For WSU purposes: The department sends a copy of the documentation to the campus police or security department or the local police/fire department and the Emergency Management Office.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after obsolete or superseded, then destroy. (Essential)

Other Copies: Campus Police or Security; Local Police/Fire Department; Emergency Management Office

Other Copies Retention and Disposition: Retain until superseded, then destroy.

DAN GS 14010 Rev. 3 (Security Records)

Entry/Exit Logs–Facilities

Records documenting the entry and exit of staff, contractors, volunteers, visitors, etc. to University buildings and facilities (including secure areas) where not covered by a more specific records series. Includes, but is not limited to:

Keycard transaction logs;
Secure area logs (such as safe logs);
Visitor books/logs.

Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN GS 25007 Rev. 1 (Security Records)

Key Assignment Record (WSU 1210)

Provides a record of all keys assigned to an individual.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after termination of employment, then destroy.

Other Copies: Any Department

DAN 11-12-63615 (Security Records)

Key Roster (WSU 1264)

Provides a record of all key holders assigned a specific key.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after key removed from service, then destroy.

Other Copies: Any Department

DAN 11-12-63616 (Security Records)

Security Incidents and Data/Privacy Breaches

Records documenting security incidents, data/privacy breaches, assessments of threats received, responses, and investigations relating to University facilities, vehicles, equipment, supplies, information, targeted violence towards staff, students, and others, etc. Includes, but is not limited to:

Incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.);
Notification documentation;
Reports to law enforcement agencies, University management, regulating authority, etc.;
Records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.);
Records documenting corrective action taken;
Records documenting decision not to proceed with investigation/notification;
Related correspondence/communications.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after matter resolved, then destroy.

DAN GS 25008 Rev. 1 (Security Records)

Security Monitoring–No Incident

Records relating to the routine security monitoring of the University's infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to:

Alarm reports;
Audio/visual recordings (such as CCTV, dash cams, etc.);
Security patrol logs.

For WSU purposes, includes WSUPD building security reports.

Excludes records covered by:

Audit Trails and System Usage Monitoring (DAN GS 14020);
Security Incidents and Data/Privacy Breaches (DAN GS 25008);
Law enforcement mobile recordings covered in the WSU Police Dept. retention schedule.

Note: As with all public records, security recordings must be retained until final resolution of the case if they are requested or used in litigation.

Official Copy: Any Department

Retention and Disposition: Retain for 30 days after date record created or until determined that no security incident has occurred, whichever is sooner, then destroy.

DAN GS 25003 Rev. 2 (Security Records)