{"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":"2026-07-01T10:44:11","modified_gmt":"2026-07-01T17:44:11","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 Management"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">University Records&#8211;Retention and Disposition<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 90.01<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br>&nbsp; &nbsp;Policies, Records, and Forms<br>&nbsp; &nbsp;509-335-3928 \/ <a href=\"mailto:policies@wsu.edu\">policies@wsu.edu<\/a><\/p>\n<hr>\n<p>Form:&nbsp;<a href=\"http:\/\/policies.wsu.edu\/prf\/documents\/2017\/10\/90-01-retention-schedule-review.pdf\">Retention Schedule Review<\/a><\/p>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul>\n<li><a href=\"#One_0\">1.0&nbsp; &nbsp; Records Management<\/a><\/li>\n<li><a href=\"#Two_0\">2.0&nbsp; &nbsp; Policies, Records, and Forms<\/a><\/li>\n<li><a href=\"#Three_0\">3.0&nbsp; &nbsp; Archives<\/a><\/li>\n<li><a href=\"#Four_0\">4.0&nbsp; &nbsp; State Records Committee<\/a><\/li>\n<li><a href=\"#Five_0\">5.0&nbsp; &nbsp; Definition of Records<\/a><\/li>\n<li><a href=\"#Six_0\">6.0&nbsp; &nbsp; Retention Schedule<\/a>\n<ul>\n<li><a href=\"#Six_1\">6.1&nbsp; &nbsp; Schedule Description<\/a><\/li>\n<li><a href=\"#Six_2\">6.2&nbsp; &nbsp; Records Coordinator<\/a><\/li>\n<li><a href=\"#Six_3\">6.3&nbsp; &nbsp; Records Series Title and Description<\/a><\/li>\n<li><a href=\"#Six_4\">6.4&nbsp; &nbsp; Status<\/a><\/li>\n<li><a href=\"#Six_5\">6.5&nbsp; &nbsp; OPR or OFM<\/a><\/li>\n<li><a href=\"#Six_6\">6.6&nbsp; &nbsp; Location of Other Copies<\/a><\/li>\n<li><a href=\"#Six_7\">6.7&nbsp; &nbsp; Retention and Disposition Action<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Seven_0\">7.0&nbsp; &nbsp; Biennial Review Process<\/a><\/li>\n<li><a href=\"#Eight_0\">8.0&nbsp; &nbsp; Retention Factors<\/a><\/li>\n<li><a href=\"#Nine_0\">9.0&nbsp; &nbsp; Safety\/Confidentiality<\/a><\/li>\n<li><a href=\"#Ten_0\">10.0&nbsp; &nbsp; Electronic Records<\/a><\/li>\n<li><a href=\"#Eleven_0\">11.0&nbsp; &nbsp; Scanned\/Imaged Records<\/a><\/li>\n<li><a href=\"#Twelve_0\">12.0&nbsp; &nbsp; Permanent Retention<\/a><\/li>\n<li><a href=\"#Thirteen_0\">13.0&nbsp; &nbsp; Superseding the Retention Schedule<\/a><\/li>\n<li><a href=\"#Fourteen_0\">14.0&nbsp; &nbsp; Inactive Records Storage<\/a>\n<ul>\n<li><a href=\"#Fourteen_1\">14.1&nbsp; &nbsp; Space<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Fifteen_0\">15.0&nbsp; &nbsp; Records Disposition<\/a><\/li>\n<li><a href=\"#Sixteen_0\">16.0&nbsp; &nbsp; Recycling<\/a><\/li>\n<li><a href=\"#Seventeen_0\">17.0&nbsp; &nbsp; Confidential Records<\/a>\n<ul>\n<li><a href=\"#Seventeen_1\">17.1&nbsp; &nbsp; Definition<\/a><\/li>\n<li><a href=\"#Seventeen_2\">17.2&nbsp; &nbsp; Paper Records Destruction<\/a><\/li>\n<li><a href=\"#Seventeen_3\">17.3&nbsp; &nbsp; Nonpaper Records<\/a><\/li>\n<li><a href=\"#Seventeen_4\">17.4&nbsp; &nbsp; Surplus Computers<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<h3 id=\"One_0\">1.0&nbsp; &nbsp; Records Management<\/h3>\n<p>Departments are responsible for retaining and disposing of University records in accordance with retention periods approved by the Washington State records committee. (<a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=40.14\">RCW 40.14<\/a>)<\/p>\n<h3 id=\"Two_0\">2.0&nbsp; &nbsp; Policies, Records, and Forms<\/h3>\n<p>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<h3 id=\"Three_0\">3.0&nbsp; &nbsp; Archives<\/h3>\n<p>The University archivist serves as a resource to identify records that may be suitable for the WSU archives collection (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-02\/\">UPPM 90.02<\/a>).<\/p>\n<h3 id=\"Four_0\">4.0&nbsp; &nbsp; State Records Committee<\/h3>\n<p>The state records committee reviews and approves University records retention schedules. The committee includes a representative from the State Auditor&#8217;s Office, the Office of Financial Management, the State Archivist, and the Office of the Attorney General.<\/p>\n<h3 id=\"Five_0\">5.0&nbsp; &nbsp; Definition of Records<\/h3>\n<p>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. (<a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=40.14.010\">RCW 40.14.010<\/a>)<\/p>\n<h3 id=\"Six_0\">6.0&nbsp; &nbsp; Retention Schedule<\/h3>\n<p>An approved records retention schedule specifies retention periods for public records and authorizes destruction or release to the University archives. Current retention schedules are available through the <a href=\"https:\/\/www.sos.wa.gov\/archives\/help-government-agencies\/state-government-records-retention-schedules\">Washington Secretary of State website<\/a>.<\/p>\n<p>If the department identifies records series titles not included on the schedules, the department&#8217;s records coordinator is to contact the WSU records officer.<\/p>\n<p>After departmental review and approval, the records officer, or designee, submits the final records retention schedule to the State records committee for approval.<\/p>\n<p>To request a new or revised department retention schedule, contact PRF via telephone at 509-335-2005, mail code 1225, or e-mail policies@wsu.edu.<\/p>\n<h4 id=\"Six_1\">6.1&nbsp; &nbsp; Schedule Description<\/h4>\n<p>The following description includes terms used on the All-University schedule and individual department retention schedules. The exhibit in <em>Figure 1<\/em> is of a department schedule.<\/p>\n<figure id=\"attachment_39031\" aria-describedby=\"caption-attachment-39031\" style=\"width: 396px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1.png\"><img decoding=\"async\" loading=\"lazy\" class=\"size-medium wp-image-39031\" src=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1-396x186.png\" alt=\"Department Retention Schedule example\" width=\"396\" height=\"186\" srcset=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1-396x186.png 396w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1-768x361.png 768w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1-792x372.png 792w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1-990x465.png 990w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2018\/08\/90.01_fig1.png 1124w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/a><figcaption id=\"caption-attachment-39031\" class=\"wp-caption-text\">Figure 1<\/figcaption><\/figure>\n<h5 id=\"Six_1_a\">6.1.a&nbsp; &nbsp; Office Name<\/h5>\n<p>The <strong>Office Name<\/strong>&nbsp;is the department or unit name.<\/p>\n<h4 id=\"Six_2\">6.2&nbsp; &nbsp; Records Coordinator<\/h4>\n<p>The department chair designates a <strong>Records Coordinator<\/strong> for the department. This employee coordinates the preparation of the Records Retention Schedule, reviews the schedule biennially and supervises retention and disposition of office records. See <a href=\"#Seven_0\">Section 7.0<\/a>.<\/p>\n<h4 id=\"Six_3\">6.3&nbsp; &nbsp; Records Series Title and Description<\/h4>\n<p>The <strong>Records Series Title &#8212;&nbsp;Function\/Purpose<\/strong>&nbsp;or<strong> Title\/Description<\/strong> statement names and describes the records in a records series.<\/p>\n<h4 id=\"Six_4\">6.4&nbsp; &nbsp; Status<\/h4>\n<p>The checkboxes in the <strong>Status<\/strong> field indicate whether or not the records series is:<\/p>\n<ul>\n<li>New to the departmental schedule<\/li>\n<li>Revised<\/li>\n<li>Discontinued<\/li>\n<li>Transferred to another University department<\/li>\n<\/ul>\n<p>If no checkbox is selected, no change is made to the records series.<\/p>\n<h4 id=\"Six_5\">6.5&nbsp; &nbsp; &nbsp;OPR or OFM<\/h4>\n<h5 id=\"Six_5_a\">6.5.a&nbsp; &nbsp; OPR<\/h5>\n<p>OPR (Official Public Records) include:<\/p>\n<ul>\n<li>Records required by state or federal law.<\/li>\n<li>Records of legal transactions, e.g., receipts, contracts.<\/li>\n<li>Records used in fiscal\/financial audits, e.g., Effort Certification.<\/li>\n<\/ul>\n<h5 id=\"Six_5_b\">6.5.b&nbsp; &nbsp; OFM<\/h5>\n<p>OFM (Office Files and Memoranda) include all other records including copies of Official Public Records. Most records are OFM.<\/p>\n<h4 id=\"Six_6\">6.6&nbsp; &nbsp; Location of Other Copies<\/h4>\n<p>This column identifies the location of other copies of the records series. An asterisk (*) identifies the office holding the official record for the University for that records series. This column may be blank.<\/p>\n<p>The term &#8220;Department&#8221; indicates that the records series is held in multiple University department locations.<\/p>\n<h4 id=\"Six_7\">6.7&nbsp; &nbsp; Retention and Disposition Action<\/h4>\n<p>The <strong>Retention and Disposition Action<\/strong> is the minimum period that the records must be kept after a specified cutoff event and the action to be taken at the end of this period.<\/p>\n<p>The disposition portion of the statement indicates whether the records are to be destroyed at the end of the retention period or sent to University Archives for appraisal and selective retention.<\/p>\n<h5 id=\"Six_7_a\">6.7.a&nbsp; &nbsp; Example<\/h5>\n<p>If the retention and disposition action for a records series is &#8220;Retain for 2 years after end of fiscal year, then destroy,&#8221; the records must be collected through the end of the current fiscal year and retained for at least two more fiscal years before destruction.<\/p>\n<h5 id=\"Six_7_b\">6.7.b&nbsp; &nbsp; Secondary or Reference Copy<\/h5>\n<p>Some records series specify retention periods for secondary or reference copies. <strong>Note:<\/strong> If no retention of secondary\/reference copies is specified for a records series, secondary or reference copies are held until the administrative purpose is served and then destroyed.<\/p>\n<h4 id=\"Six_8\">6.8&nbsp; &nbsp; Disposition Authority Number<\/h4>\n<p>The state records committee assigns a <strong>Disposition Authority Number<\/strong> (DAN) when a records series is approved for retention and disposition.<\/p>\n<h4 id=\"Six_9\">6.9&nbsp; &nbsp; Remarks<\/h4>\n<h5 id=\"Six_9_a\">6.9.a&nbsp; &nbsp; Archival Records<\/h5>\n<p>If the University archivist determines that a records series may have long-term historical value, &#8220;Archival (appraisal required)&#8221; is indicated in the <strong>Remarks<\/strong> column. Records coordinators arrange to transfer such records to University Archives after the retention period has elapsed. Contact Manuscripts, Archives, and Special Collections (MASC) for assistance; telephone 509-335-6691 (see also <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-02\/\">UPPM&nbsp;90.02<\/a>).<\/p>\n<h5 id=\"Six_9_b\">6.9.b&nbsp; &nbsp; Essential Records<\/h5>\n<p>University departments are responsible for identifying and protecting essential records needed during an emergency and for the reestablishment of normal operations afterwards. If a record series is identified by a department as being required for the department to resume operations after a disaster or emergency, &#8220;Essential&#8221; is indicated in this column. If lost or destroyed, re-creation of essential records can be both costly and time consuming, if not impossible. Refer to <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-15\/\">UPPM 90.15<\/a> for the complete essential records policy.<\/p>\n<h3 id=\"Seven_0\">7.0&nbsp; &nbsp; Biennial Review Process<\/h3>\n<p>Each University department is responsible for reviewing the records retention schedules at least once every two years to ensure that the schedule is complete and current (<a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=40.14.040\"><em>RCW<\/em> 40.14.040<\/a>). To facilitate this review process, PRF biennially notifies the department of the review requirement and provides a Retention Schedule Review form.<\/p>\n<h3 id=\"Eight_0\">8.0&nbsp; &nbsp; Retention Factors<\/h3>\n<p>The department is responsible for securely maintaining the records for the retention period indicated on the retention schedule.<\/p>\n<h3 id=\"Nine_0\">9.0&nbsp; &nbsp; Safety\/Confidentiality<\/h3>\n<p>The department&#8217;s responsibility includes ensuring the physical safety of the records, as well as ensuring that confidential records are protected from inappropriate or illegal release. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a> for more information about release of confidential records.<\/p>\n<h3 id=\"Ten_0\">10.0&nbsp; &nbsp; Electronic Records<\/h3>\n<p>Electronic records must be retained in electronic format and remain usable, searchable, retrievable, and authentic for the designated retention period. Printing and retaining a hard copy is not a substitute for retention of the electronic version. (<a href=\"http:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=434-662-040\">WAC 434-662-040<\/a>)<\/p>\n<p>See also <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-03\/\">UPPM 90.03<\/a> regarding retention of electronic communications.<\/p>\n<h3 id=\"Eleven_0\">11.0&nbsp; &nbsp; Scanned\/Imaged Records<\/h3>\n<p>Departments may scan paper records and then retain only the imaged copies only if the imaging system (e.g., scanner) produces images that meet the state imaging quality minimum requirements. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-21\/\">UPPM 90.21<\/a>.<\/p>\n<p><strong>Note:<\/strong> If the applicable records series indicates &#8220;Archival&#8221; in the <strong>Remarks<\/strong> column and the imaged copies meet the state&#8217;s quality minimum requirements, the department must:<\/p>\n<ul>\n<li>Send the paper records and a copy of the images to University Archives after scanning; then<\/li>\n<li>Destroy the imaged records at the end of the retention period.<\/li>\n<\/ul>\n<p>See <a href=\"#Six_9_a\">Section 6.9.a<\/a>&nbsp;above.<\/p>\n<h3 id=\"Twelve_0\">12.0&nbsp; &nbsp; Permanent Retention<\/h3>\n<p>Few records are worth preserving forever. The Records Committee rarely approves retaining a records series permanently.<\/p>\n<h3 id=\"Thirteen_0\">13.0&nbsp; &nbsp; Superseding the Retention Schedule<\/h3>\n<p>If an audit, legal action, or public records request is in progress, related records may not be disposed of even when authorized by the retention schedule. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-12\/\">UPPM 30.12<\/a> and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-14\/\">30.14<\/a> regarding audits. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a> regarding public records requests and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-12\/\">90.12<\/a> regarding litigation holds.<\/p>\n<h3 id=\"Fourteen_0\">14.0&nbsp; &nbsp; Inactive Records Storage<\/h3>\n<p>After records are no longer regularly accessed, departments should move the records from active files in file cabinets or computers to inactive storage locations.<\/p>\n<p>For inactive storage, paper records may be placed in archive boxes. Archive boxes are acid-free, double-walled storage boxes with built-in handles, and may be obtained from most office supply vendors.<\/p>\n<p>Digital records may be moved to offline storage.<\/p>\n<p>An inactive storage location must be secure from unauthorized access, as well as provide protection from physical damage, e.g., from vandalism, water, fire.<\/p>\n<h4 id=\"Fourteen_1\">14.1&nbsp; &nbsp; Space<\/h4>\n<h5 id=\"Fourteen_1_a\">14.1.a&nbsp; &nbsp; WSU Pullman<\/h5>\n<p>At WSU Pullman, if acceptable space is not available to store inactive records for the required retention period, download and complete a Request for Allocation of Space to request storage space through <a href=\"https:\/\/myfacilities.wsu.edu\/space\/request.aspx\">Facilities Services<\/a>.<\/p>\n<h5 id=\"Fourteen_1_b\">14.1.b&nbsp; &nbsp; Non-Pullman Campuses<\/h5>\n<p>At the following regional campus locations, route requests for inactive records storage space to the campus facilities services unit:<\/p>\n<ul>\n<li>WSU Spokane:&nbsp;&nbsp;&nbsp;509-358-7994<\/li>\n<li>WSU Tri-Cities:&nbsp;&nbsp;&nbsp;509-372-7253<\/li>\n<li>WSU Vancouver:&nbsp;&nbsp;&nbsp;360-546-9000<\/li>\n<li>WSU Everett:&nbsp;&nbsp;&nbsp;425-405-1600<\/li>\n<\/ul>\n<h5 id=\"Fourteen_1_c\">14.1.c&nbsp; &nbsp; Space Unavailable at Campus Location<\/h5>\n<p>If records storage space is unavailable at the University campus, center, or station, non-Pullman departments may be able to use storage space at the WSU Pullman campus, if available. See contact information above.<\/p>\n<p>If no other WSU space is available, the State Records Center, managed by the state archivist, provides low-cost, secure records storage. Departments may contact PRF for assistance with this option.<\/p>\n<h3 id=\"Fifteen_0\">15.0&nbsp; &nbsp; Records Disposition<\/h3>\n<p>An approved records schedule provides authorization to archive or to dispose of University records. (<a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=40.14.060\">RCW 40.14.060<\/a>)<\/p>\n<p>After records have been stored for the complete retention period, the records coordinator either sends the records to University Archives or disposes of the records. If the records are to be disposed of, the records coordinator either destroys or recycles the records.<\/p>\n<h3 id=\"Sixteen_0\">16.0&nbsp; &nbsp; Recycling<\/h3>\n<p>Many records may be recycled in accordance with University recycling procedures (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-80-80\/\">UPPM 80.80<\/a>).<\/p>\n<h3 id=\"Seventeen_0\">17.0&nbsp; &nbsp; Confidential Records<\/h3>\n<p>If the records are confidential, departments are responsible for ensuring that the records are protected from unauthorized or illegal disclosure by reducing them to an illegible condition. (<a href=\"http:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=434-640-020\">WAC 434-640-020<\/a>)<\/p>\n<h4 id=\"Seventeen_1\">17.1&nbsp; &nbsp; Definition<\/h4>\n<p>Confidential records include records that are exempt from public disclosure (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a>, <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-06\/\">90.06<\/a>, and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-07\/\">90.07<\/a>. Examples of confidential records include student files and patient files.<\/p>\n<h4 id=\"Seventeen_2\">17.2&nbsp; &nbsp; Paper Records Destruction<\/h4>\n<p>Generally, paper records are destroyed by shredding. Departments may shred records with a departmentally-owned shredder, hire a private shredding company, or have the records shredded by WSU Waste Management.<\/p>\n<h5 id=\"Seventeen_2_a\">17.2.a&nbsp; &nbsp; Facilities Services, Operations Shredder<\/h5>\n<p>The Waste Management division of Facilities Services, Operations at WSU Pullman operates a shredder and accepts confidential paper records for shredding. Contact Waste Management for information regarding use of the shredder and costs to departments via telephone at 509-335-4530 or e-mail <a href=\"mailto:waste.management@wsu.edu\">waste.management@wsu.edu<\/a>.&nbsp;<\/p>\n<h5 id=\"Seventeen_2_b\">17.2.b&nbsp; &nbsp; Private Shredding Company<\/h5>\n<p>Departments may obtain the services of a private shredding company. Departmental personnel pay for the service by procurement card (<a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-08\/\">UPPM 70.08<\/a>) or by issuing a purchase order (<a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-16\/\">UPPM 70.16<\/a>).<\/p>\n<h4 id=\"Seventeen_3\">17.3&nbsp; &nbsp; Nonpaper Records<\/h4>\n<p>Like paper records, confidential records in nonpaper media, e.g., microfilm, CDs, DVDs, hard drives, must be made illegible prior to disposal.<\/p>\n<p>Such media must be physically destroyed or digital records must be securely deleted with a suitable software program. Any electronic destruction method must include at least a three-pass binary overwrite. Contact Policies, Records, and Forms for assistance with locating deletion software.<\/p>\n<h5 id=\"Seventeen_3_a\">17.3.a&nbsp; &nbsp; Deletion of Electronic Files<\/h5>\n<p>To completely delete any type of electronic file, the record holder must:<\/p>\n<ul>\n<li>Move the file to a trash folder, and<\/li>\n<li>Empty the trash folder.<\/li>\n<\/ul>\n<p>Note: Files are not deleted from computers or mobile devices, or from e-mail or voicemail systems, until the applicable trash folders are emptied. Even then, computer forensics may recover some data. Secure deletion techniques may be necessary for complete data destruction. Contact campus or area ITS for further assistance.<\/p>\n<h4 id=\"Seventeen_4\">17.4&nbsp; &nbsp; Surplus Computers<\/h4>\n<p>See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-76\/\">UPPM 20.76<\/a> for procedures for removing data from hard drives of computers to be sent to Surplus Stores or sold to another University department.<\/p>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; July 2026 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-657\/\">657<\/a>); Oct. 2022 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-601\/\">601<\/a>), June 2022 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-595\/\">595<\/a>); Sept. 2021 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-577\/\">577<\/a>); July 2021 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-573\/\">573<\/a>); Sept. 2020 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-554\/\">554<\/a>); Aug. 2019 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-534\/\">534<\/a>); July 2017 (Rev <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-494\/\">494<\/a>); July 2016 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-474\/\">474<\/a>); Jan. 2016 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-465\/\">465<\/a>); 2013 (Rev. 423, 417); 2011 (Rev. 383, 382, 380, 377, 376); 2010 (Rev. 364, 363, 360, 359, 357); 2009 (Rev. 348, 347, 342); 2008 (Rev. 328, 326, 325, 324; 314); 2007 (Rev. 306; 303, 301, 299, 295; 294; 293, 289); 2006 (Rev. 284, 277, 271); 2005 (Rev. 268, 266, 263, 262, 261; 258, 256; 255); 2004 (Rev. 247, 239); 2003 (Rev. 237, 224); 2002 (Rev. 221, 217, 213, 209, 2002); 2001 (Rev. 198, 191, 185, 178, 177); 2000 (Rev. 173, 168, 167, 166, 164, 162, 159); 1999 (Rev. 153, 149, 147, 137); 1998 (Rev. 134, 128, 122, 119, 116); July 1996 (Rev. 100); July 1995 (Rev. 97); Aug. 1994 (Rev. 95); Jan. 1992 (Rev. 88); Feb. 1991 (Rev. 85); Mar. 1989 (Rev. 75); Nov. 1980 (Rev. 41); Jan. 1978 (Rev. 23); Jan. 1976 &#8211; new policy (Rev. 7).<\/p>\n\n<\/div>\r\n\n<\/div>\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) University Records&#8211;Retention and Disposition<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_wsuwp_accessibility_report":null},"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22702"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22702"}],"version-history":[{"count":61,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22702\/revisions"}],"predecessor-version":[{"id":70815,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22702\/revisions\/70815"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22702"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22702"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22702"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}