WWU General Records Retention Schedule

The WWU General Schedule applies to common records found in most offices. Staff should also check the office records retention schedules to see if there are additional titles specific only to their office.

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Accreditation Reporting

Final report submitted to an accrediting body by the university or, in cases where an academic unit has additional accreditation requirements, by an academic unit. Does not include working papers or materials gathered to create final report.

Retention Requirement: Retain for 7 years after accreditation received

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: 14-09-68609.0003.18557

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Accreditation Working Papers

Materials used to create accreditation reports. Does not include final accreditation reports or review.

Retention Requirement: Retain for 7 years after accreditation received

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09030.0003.18415

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Agreements, Hold Harmless (Adults)

Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include hold harmless for field trips.

Retention Requirement: Retain for 6 years after termination or expiration of agreement

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 01050.0001.18352

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Agreements, Hold Harmless (Minors Under Age 18)

Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that WWU will not be held responsible for missed doses of medication or any consequences thereof.

Retention Requirement: Retain for 6 years after minor reaches age 18

Disposition after Retention: Destroy

Disposition Authority Reference: 14-09-68610.0001.18558

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Applications for Admission to University, Major, or Program

Function: Admissions

Student applications for admission to the university or to a program or major. May include test scores, essays, application forms, or portfolios.

Retention Requirement: Retain for 6 years after term applied for

Disposition after Retention: Destroy

Disposition Authority Reference: 92-12-51644.0003.18475

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Audit Trails and System Usage Monitoring

Records documenting the use of the agency’s information technology and communication systems to ensure security and appropriate use. Includes, but is not limited to: Audit trails; Authorizations for and modifications to the configurations and settings of the agency’s IT infrastructure (such as firewalls, routers, ports, network servers, etc.); Log-in records, security logs and system usage files; Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.); Fax and telephone logs.

Retention Requirement: Retain for 1 year after date of activity

Disposition after Retention: Destroy

Disposition Authority Reference: GS 14020.0001.19347

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2023 June 02

Automated/Scheduled Tasks and Work/Intermediate/Test Files

Records relating to scheduled, computer-driven tasks and other work/intermediate files. Includes, but is not limited to: Event logs; Run reports and requests; Task schedules; Test data sets; Successful completion reports; Valid transaction files; Work/intermediate files.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 14015.0001.19348

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2023 June 02

Budget and Funding Requests Preparation Materials

Materials gathered and used to prepare budgets and funding requests, as well as well as copies of requests submitted to a higher-level unit for funding.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note: Since these records are not the final budgets (as approved by the State or uploaded into the university's financial system) they technically do not have any retention requirements. However, UARM recommends that these materials be kept for 3 years after the fiscal year for use in preparing future budgets.

Disposition Authority Reference: GS 50008.0001.18353

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2019 June 06

Budget Reconciliation and Monitoring Records

Financial records and reports used to reconcile and monitor expenses and income for a unit when the files contain unique transaction records that are not captured in an official university system (for example, original purchasing card receipts for purchases made outside of a university system). Copies of reports or other records that can be generated from or are stored in online university systems have minimal retention and should be held as Financial Records - Duplicate Copies (GS 50005.001.18394). However, if these duplicate records are filed with original financial documentation (such as purchasing card receipts), then this records series should be applied to the files to ensure the original documentation is held for the appropriate retention period.

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Recordkeeping Note: This retention period only applies to these records when original documentation (like purchasing card receipts) that is not uploaded into an online university system is included in the files. If no such materials exist in these reconciliation/monitoring records, then the retention period(s)for the other record type(s) will apply.

Disposition Authority Reference: GS 01001.0001.18420

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 December 20

Building/Facility Access Authorization

Records documenting the authorization of access at the department/office level for students and employees (including contractors and volunteers) to University buildings and facilities. May include key logs, key sign out sheets, or requests for access to buildings or specific areas. Requests submitted to the Lockshop are held by the Lockshop for the appropriate retention period. This series covers those records not held by the Lockshop.

Retention Requirement: Retain for 6 years after termination of access

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 25001.0001.18398

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 August 19

Calendars, Appointment Books, Routine Telephone Logs

Provides a record of employee appointments, schedules, and meetings.

Retention Requirement: Retain for 1 year after calendar year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09023.0001.18354

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Cash Handling Records

Records relating to the receipt of cash by a university office for goods or services provided to students or the public. May include cash receipts or department deposit records.

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 01001.0001.18367

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Child-Related Program Compliance Records

Records documenting Western-sponsored programs and events in which minors participate. Includes background checks on university representatives; permission slips/hold-harmless agreements signed by parents or guardians; participant registration records; registration of the program with the University; and records of trainings taken by University representatives (see University policy: POL-U5300.21). (This records series does not include medical records created by clinics and child-care centers on campus, or educational records of minors who are matriculated students at Western.)

Retention Requirement: Retain for 24 years after calendar year

Disposition after Retention: Destroy

Recordkeeping Note: Retention period is meant to ensure that records are kept until any minor participating in a Western program has reached the age of 18 plus an additional 6 years. This records series is based on the Contracts and Agreements records series, which governs the hold harmless agreements. Other documentation included in this records series is considered supporting documentation for this hold harmless agreement.

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 01050.0001.18382

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 December 20

Communications and Media Coverage Files

Records documenting the creation and distribution of communications and publicity materials through various media. Includes articles, news clippings, news/press releases, audiovisual materials, photographs, and related publicity materials referencing the college, department, or program.

Retention Requirement: Retain for 2 years after end of calendar year

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: GS 05003.0001.18409

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Complaints and Grievances – Exonerated

Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues, and academic issues in which the complaint/grievance proved to be unsubstantiated. May be filed by students, job applicants, the public, and represented and non-represented state employees. May include: filed complaints and grievances; supporting documentation; unit or university responses and decisions; legal actions, arbitration or mediation efforts; determinations and appeals. Excludes records covered by Complaints and Grievances

  • Upheld (GS 03003.001.18140).

Retention Requirement: Retain until exoneration

Disposition after Retention: Destroy

Disposition Authority Reference: GS 03006.0001.18411

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Complaints and Grievances – Upheld

Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues, and academic issues in which the complaint/grievance was upheld. May be filed by students, job applicants, the public, and represented and non-represented state employees. May include: filed complaints and grievances; supporting documentation; unit or university responses and decisions; legal actions, arbitration or mediation efforts; determinations and appeals. Excludes records covered by Complaints and Grievances –Exonerated (GS 03006.001.18411).

Retention Requirement: Retain for 6 years after final determination of case

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 03003.0001.18410

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Contact Information

Records relating to the contact details for Western community members the university has gathered/received and the maintenance of such lists/collections. Includes, but is not limited to: Business cards; Contact details stored in Microsoft Outlook and other contact databases; Mailing lists, email distribution lists, listserv/RSS subscriber details, etc.; Requests to be added/removed from the agency’s contact lists (includes mail/communications returned as undeliverable); Quality assurance checks; Related correspondence/communications.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50007.0001.18658

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Contracts and Agreements (Office copies)

Office copies of contracts and agreements that are held by Contracts Administration.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50005.0001.18435

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Copyright/Trademark Registrations

Records of registering trademarks or copyright for University-owned intellectual products.

Retention Requirement: Retain for 6 years after copyright or trademark expires

Disposition after Retention: Destroy

Disposition Authority Reference: GS 21001.0001.18446

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2019 June 06

Course Content Records

Function: Curriculum

Materials used to deliver courses (both academic and non-academic) offered by the university. May include course recordings, presentation materials, and class handouts. Excludes course syllabi, covered by Course Syllabi (21-06-69633.0003.18443).

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved

Disposition after Retention: Destroy

Recordkeeping Note: See separate title for Course Syllabi.

Disposition Authority Reference: 14-09-68625.0003.18559

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: 2023 November 16

Course Evaluations – Non-Tenure Track Faculty

Course evaluations for classes taught by non-tenure track faculty that are forwarded to department chairs or deans by faculty members for use in formal performance evaluation processes. Faculty members can choose which evaluations to include. Course evaluations that are not submitted are retained and disposed of by the faculty members.

Retention Requirement: Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition after Retention: Destroy

Recordkeeping Note: Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Disposition Authority Reference: GS 03024.0003.19134

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2021 March 02

Course Evaluations – Tenured and Tenure-Track Faculty

Course evaluations sent to tenured and tenure-track faculty that are then included in the faculty member’s dossier. Faculty members can choose which evaluations to include. Course evaluations not included in the dossier are retained and disposed of by the faculty members.

Retention Requirement: Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition after Retention: Destroy

Recordkeeping Note: Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Disposition Authority Reference: GS 03024.0003.19136

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2021 March 02

Course Offering and Schedule Preparation Files

Function: Curriculum

Material used by departments in preparation of catalog copy and class schedules. Retention for these records is minimal, as the final product is the official course schedule, the official catalog entry, or the approved budget allocation.

Retention Requirement: Retain until no longer needed

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50008.0003.18357

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Course Recordings

Function: Curriculum

Recordings of courses made to facilitate teaching and learning remotely.

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved

Disposition after Retention: Destroy

Recordkeeping Note: The University Archivist has appraised course recordings and determined that they do not need to be kept permanently. Course recordings can be destroyed after the primary retention period.

Disposition Authority Reference: 14-09-68625.0003.19108

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: 2020 April 20

Course Syllabi

Function: Curriculum

Syllabus for each departmental course offered per quarter as collected by the respective department or academic administrative unit.

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: 21-06-69633.0003.18443

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: 2021 June 03

COVID-19 Screening Records

Records of screening done of individuals entering university locations for signs of infection. May include individuals' attestations of health. Does not include records of actual COVID-19 tests. These records may include personal health information, like temperatures and symptoms, and should be kept confidential.

Retention Requirement: Retain for 1 month after date of document

Disposition after Retention: Destroy

Disposition Authority Reference: GS 25009.0001.19119

Approved by State Records Committee: 2020 August 03

Last Updated / Revised by UARM: 2020 August 05

COVID-19 Vaccination Status Verification Records

Records documenting the agency’s compliance with its process for verifying the COVID-19 vaccination status of its employees in accordance with Department of Labor and Industries’ Division of Occupational Safety and Health (DOSH) Directives 1.70 and 11.80. Includes, but is not limited to:

  • Attestations relating to vaccination status;
  • Lists/logs of employees documenting the verification of their vaccination status;
  • Evidence of COVID-19 vaccinations (only if captured/retained by agency). Excludes records covered by Policies and Procedures – Administrative Functions (DAN GS 09028).

Retention Requirement: Retain until until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note: WWU employee documentation is maintained by WWU Human Resources; WWU student documentation is maintained by WWU Student Health Center.

Disposition Authority Reference: GS 03058.0001.19170

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2021 November 02

Curriculum Committee Records

Function: Curriculum

Provides a record of the process of curriculum development and/or revision. Includes records specifically relevant to curriculum proposals or revisions, and records documenting the process of review through department- and college-level committees, including approval or rejection. The official record of curriculum changes is what is approved by the ACC and implemented in the catalog. The records of curriculum committees therefore have shorter retention requirements.

Retention Requirement: Retain for 3 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: 14-09-68628.0003.18560

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Department Chair Description

Includes material relating to procedures, responsibilities, stipend and other information used to describe the duties of department chairs in a college or the library.

Retention Requirement: Retain for 6 years after superseded

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: 17-06-69049.0003.18621

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Donor and Alumni Development Records

Records relating to developing and maintaining cooperative working relationships with donors and alumni. Does not apply to the records created and maintained by the Western Foundation.

Retention Requirement: Retain for 2 years after calendar year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 05010.0003.18427

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Drafting and Editing

Records relating to the drafting/editing of correspondence, documents and publications. Includes, but is not limited to: preliminary drafts not covered by a more specific records series, not needed as evidence of external consultation or as evidence that the agency practiced due diligence in the drafting process; edits/suggestions/directions (such as handwritten annotations/notes, track changes information/comments in Microsoft Word, etc.); electronic documents created solely for printing (such as signs, mailing labels, etc.); related correspondence/communications.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50008.0001.18659

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Entry/Exit Logs – Facilities

Records documenting the entry and exit of staff, contractors, volunteers, students, and visitors to university facilities (including secure areas). May include: keycard transaction logs, secure area logs (such as safe logs), and visitor books/logs.

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 25007.0001.18421

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Equipment History Records

Documentation pertaining to equipment owned or used by an office. May list specifications and contain warranties.

Retention Requirement: Retain for 6 years after disposal of asset

Disposition after Retention: Destroy

Disposition Authority Reference: GS 21001.0001.18359

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Event Planning and Logistics Documents

Records relating to planning and coordinating events that do not directly support a financial document and do not document the event itself. May include correspondence and other documents related to scheduling, venue set-up, and presenter/participant attendance. Records generated from university-sponsored events should be held under the appropriate series in the "Events and Programs" section of this schedule. Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. For event-related hold harmless agreements for both adults and minors, see the "Risk Management" section of this schedule. For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442). Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382). For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 05008.0001.18736

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2019 April 03

Events - General

Records generated from university-sponsored events. May include agendas, publicity materials, and other documents presented or distributed at the event. May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials will need to be accompanied by signed releases from subjects if they are to be re-used or retained for archival preservation.) Logistical and planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. See Event Planning and Logistics Documents (GS 05008.001.18736) Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. For event-related hold harmless agreements for both adults and minors, see the "Risk Management" section of this schedule. For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442). Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382). For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until administrative purpose served

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: GS 05009.0001.18396

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 June 03

Events - Scholarly

Records generated from university-sponsored scholarly conferences and events. May include agendas, correspondence, publicity materials, proceedings, and other documents.

May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials will need to be accompanied by signed releases from subjects if they are to be re-used or retained for archival preservation.)

Please note the following exceptions:

  • Logistical and planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. See Event Planning and Logistics Documents (GS 05008.001.)
  • Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule.
  • For event-related hold harmless agreements for both adults and minors, see the Safety, Health, and Legal Compliance section of the WWU General Records Retention Schedule.
  • For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442).
  • Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382).
  • For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until administrative purpose served

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Recordkeeping Note: Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. Additionally, logistical planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed.

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: GS 05009.0003.18355

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2024 March 13

Examination Forms and Answer Sheets -- Non-retrievable by Students

A record of student answers to examination questions. This retention period applies to those graded exams not retrievable by students.  Faculty determine whether particular course exams may be retrieved by the student. These records are non-disclosable under 20 U.S.C. 1232g (a) (4) (A) (i) and (ii), except as authorized under 20 U.S.C. 1232g (b). Test questions and other exam data that will be re-used are exempt from public records disclosure under RCW 42.56.250(1). If the faculty member has determined that students may retrieve graded exams, papers, or assignments, and students do not do so, the exams, papers, or assignments should be considered non-record abandoned property, and may be dealt with as other confidential waste paper. However, we recommend retention of such material for 6 months after the final grade is recorded or the grade for an incomplete course (K grade) lapses to a grade of “Z.”

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved

Disposition after Retention: Destroy

Disposition Authority Reference: 14-09-68630.0003.18561

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Executive Administration and Communication Records

Records documenting official activities and communications relevant to the office's executive function. May include: administrative correspondence, directives, and subject files. Does not include records dealing with personnel management or budget planning.

Retention Requirement: Retain for 2 years after fiscal year

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Disposition Authority Reference: GS 09029.0001.18401

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Experiential Learning Sites Files

Function: Curriculum

Records of relationships with experiential learning sites, including practica, internship, and student teaching sites. May include evaluations of host sites as required in university policy, if not part of an individual student's file. The official contracts with experiential learning sites should be held by Contracts Administration.

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: 17-06-69050.0003.18619

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Facilities Planning and Maintenance

Plans, correspondence and related materials that provide a record of alteration, construction, and maintenance of facilities used by a unit. Facilities Management and/or Facilities Development and Capital Budget hold the original copies of these records. This series is meant to cover units' reference copies of records and correspondence dealing with renovations or new construction. May also include unit copies of capital project requests (both major and minor).

Retention Requirement: Retain until completion or cancellation of renovation or construction

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50005.0001.18412

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Faculty Gradebooks

Western's Assistant Attorney General has ruled that faculty gradebooks are not public records, but are the personal property of the faculty member, and, as such, are not subject to retention requirements.

Retention Requirement:

Disposition Authority Reference: XXXXXX.0003.18655

Approved by State Records Committee: 2020 June 03

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Field Trip Records

Function: Curriculum

Records of field trips should be held as travel records, unless participants are signing a hold harmless agreement, in which case the records should be held under Hold Harmless Agreements (see the "Risk Management" section of this schedule).

Retention Requirement:

Disposition Authority Reference: XXXXXX.0003.18656

Approved by State Records Committee: 2020 June 03

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Files Management Documentation

Records relating to the physical and intellectual control of the office's records. May include: files classification schemes/guidelines; inventories; records center transmittals/retrievals; master indexes, lists, registers, tracking systems, databases and other finding aids used to access records. Excludes records covered by: Records Destruction Log (GS 11005.001.18429).

Retention Requirement: Retain until no longer needed

Disposition after Retention: Destroy

Disposition Authority Reference: GS 11009.0001.19095

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 February 24

Financial Records - Duplicate Copies

Copies of financial records (created or received), provided the original documentation or information is contained in university systems. Also covers financial reports that can be regenerated from official university systems at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices that document transactions or parts of transactions made outside of official university purchasing systems.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50005.0001.18394

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

General Information – External

Information received from other agencies, commercial firms or private institutions, which requires no action and is no longer needed for agency business purposes. Includes, but is not limited to: catalogs, reports, multi-media presentations (videos, CDs, etc.); informational copies, notices, bulletins, newsletters, announcements; unsolicited information (junk mail, spam, advertisements, etc.).

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50004.0001.18660

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Grant Award Management File

Records relating to grant projects and funds received and expended by the university, including any continuous grants. Includes, but is not limited to: • Notifications of grant awards, fiscal reports and supporting documentation; • Grant monitoring, audit reports, compliance reports; • Time keeping/time and effort reports and supporting documentation (if required); • Modification requests; • Related correspondence/communications. Excludes final deliverables/reports covered by: • Grant Final Product Deliverable (14-09-68638.0001.18569) • Sponsored Programs Narrative Reporting (14-09-68638.1.19125) Note: If federal retention requirements are shorter than 6 years, the records must still be retained for the minimum 6 years after end of grant period/cycle to satisfy state requirements.

Retention Requirement: Retain for 6 years after end of funding period/grant cycle and completion of all grant requirements for that cycle (such as federal retention requirements, submission of financial status report, etc.)

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 23004.0001.19121

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 June 12

Grant Final Product Deliverable

Records or other final products required by the grant or sponsorship agreement and retained as a record of the deliverable. May include reports, studies, surveys, educational materials, audiovisual, photographic, multimedia content, etc., that constitutes the project deliverable as obligated by the grant or sponsorship agreement.

Retention Requirement: Retain for 6 years after end of grant period

Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: 14-09-68638.0001.18569

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: 2020 June 03

Grant Proposal, Not Accepted

Includes proposal describing nature and purpose of project, amount of funds requested, in-kind contributions, plan of work and other documents pertaining to grant proposals not funded.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 23006.0001.18562

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 June 03

Incomplete ("K") Grade Contract Records

Contracts between instructor and student setting terms for course completion and assignment of incomplete grade. May include related correspondence.

Retention Requirement: Retain for 6 years after course completed or grade lapses to a "Z" (failure due to discontinued attendance)

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 01050.0003.18402

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Informational Notifications/Communications

Records communicating basic/routine short-term information (regardless of format or media used) that: do not document agency decisions/actions; are not used as the basis of agency decisions/actions; and are not covered by a more specific records series. Includes, but is not limited to: basic messages such as “Come and see me when you’re free,” “Call me back at (360) 555-5555,” etc.; internal communications notifying of staff absences or lateness (such as “Bob is out today,” “Mary is running late,” etc.), provided the appropriate attendance and leave records are retained in accordance with Leave Records (GS 03030.001.18405); internal communications notifying of staff social events/gatherings (such as potlucks, birthdays, fun runs, cookies in the break room, etc.) or of weather/traffic conditions (such as “Avoid I-5, it’s a parking lot,” “Take care – it has started snowing,” etc.); email delivery/read receipts, out-of-office notices, etc.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50001.0001.18661

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09