{"id":22702,"date":"2019-08-01T16:25:12","date_gmt":"2019-08-01T23:25:12","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22702"},"modified":"2025-11-14T11:39:26","modified_gmt":"2025-11-14T19:39:26","slug":"bppm-90-01","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/","title":{"rendered":"90.01 University Records–Retention and Disposition"},"content":{"rendered":"\n

University Policies and Procedures Manual (previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n

University Records–Retention and Disposition<\/h2>\n\n\n
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UPPM 90.01<\/strong><\/p>\n

For more information contact:<\/strong>
   Policies, Records, and Forms
   509-335-3928 \/ policies@wsu.edu<\/a><\/p>\n

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Go to all Records Retention Schedules ><\/a><\/strong><\/p>\n

Form: Retention Schedule Review<\/a><\/p>\n

Records Management<\/h3>\n

Departments are responsible for retaining and disposing of University records in accordance with retention periods approved by the Washington State records committee. (RCW 40.14<\/a>)<\/p>\n

Policies, Records, and Forms<\/h3>\n

Policies, Records, and Forms (PRF) coordinates the records management program and assists departments with records retention and disposition. The director of PRF is the WSU records officer.<\/p>\n

Archives<\/h3>\n

The University archivist serves as a resource to identify records that may be suitable for the WSU archives collection (see UPPM 90.02<\/a>).<\/p>\n

State Records Committee<\/h3>\n

The state records committee reviews and approves University records retention schedules. The committee includes a representative from the State Auditor’s Office, the Office of Financial Management, the State Archivist, and the Office of the Attorney General.<\/p>\n

Definition of Records<\/h3>\n

All records and copies of records made or received in the conduct of WSU business, regardless of physical form or characteristics, are considered public records for purposes of retention and disposition. (RCW 40.14.010<\/a>)<\/p>\n

Retention Schedule<\/h3>\n

An approved records retention schedule specifies retention periods for public records and authorizes destruction or release to the University archives. Records series titles held commonly by multiple departments are included in the All-University Records Retention Schedule<\/a>. Records series titles held by one department only are included on a department schedule. Department schedules<\/a> are available to anyone with a WSU NID.<\/p>\n

All-University Schedule<\/h3>\n

The retention periods for most University records are included on the All-University Records Retention Schedule. Listed retention periods supersede retention periods listed on all previously issued schedules for the indicated record series titles.<\/p>\n

If, after review of departmental records, departmental personnel find that all records are included in the All-University Records Retention Schedule, no further action is required by the department. The department retains and disposes of records in conformance with the All-University schedule.<\/p>\n

The All-University Records Retention Schedule is maintained on the PRF website and consists of the following tables sorted by business function:<\/p>\n