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

Record Description:

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: 7 years after accreditation received

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

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

Record Description:

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

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 09030.0003.18415

Approved by State Records Committee: 2024 October 02

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

Advisory Body Records

Record Description:

Records that document the actions, meetings, and membership of boards, commissions, committees, councils, task forces, etc., that are created to act strictly in an advisory capacity to the university or its programs and have no final decision-making powers.  Also includes interagency/national/external advisory bodies for which the agency acts as secretary/keeper of the official records.  

Includes, but is not limited to:

  • Agendas, meeting/agenda packets (briefs, reference materials, etc.)
  • Speaker sign-up, written testimony
  • Audio/visual recordings and transcripts of proceedings
  • Minutes
  • Reports/correspondence/communications sent/received on behalf of the body
  • Records documenting final decisions on membership appointments, reappointments, and terminations
  • Selected images/photographs showing the committee membership at particular points in time (such as committee portraits, etc.) and/or significant stages of the committee’s life.

Excludes:

  • Staff meetings (use GS 09009.0001.19111)
  • Search and Recruitment records (use GS 03012.0001.18404)
  • Governing/Executive/Policy-Setting Body Records (use GS 10004.0001.18332)
  • Meeting and Board/Committee Administrative Arrangements (use GS 09024.0001.19113)
  • Meeting Materials – Members’ Copies/Notes (use GS 09026.0001.18673)

Retention Requirement: 6 years after end of calendar year

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

Disposition Authority Reference: GS 10015.0003.18417

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Agreements, Hold Harmless (Adults)

Record Description:

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: 6 years after termination or expiration of agreement

Disposition after Retention: Destroy

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 01050.0001.18352

Approved by State Records Committee: 2024 October 02

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)

Record Description:

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: 6 years after minor reaches age 18

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

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

Record Description:

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

Retention Requirement: 6 years after term applied for

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

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

Record Description:

  • Log-in records, security logs and system usage files
  • Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.)
  • Fax and telephone logs.
Excludes records covered by:
  • Internet Browsing (GS 50010)
  • Security Incidents and Data/Privacy Breaches (GS 25008.0001.18649).

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 14020.0001.19347

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Automated/Scheduled Tasks and Work/Intermediate/Test Files

Record Description:

Records relating to scheduled, computer-driven tasks and other work/intermediate files, where not covered by a more specific record retention policy.
 
Includes, but is not limited to:
  • Run reports and requests
  • Task schedules
  • Test data sets
  • Successful completion reports
  • Valid transaction files
  • Work/intermediate files.
Excludes records covered by Audit Trails and System Usage Monitoring (DAN GS 14020.0001.19347).

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 14015.0001.19348

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Budget and Funding Requests Preparation Materials

Record Description:

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: 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50008.0001.18353

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Budget Reconciliation and Monitoring Records

Record Description:

Financial records and reports used to reconcile and monitor expenses and income for a unit when the files contain unique transactionrecords 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 filedwith 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: 6 years after end of 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 01001.0001.18420

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Building/Facility Access Authorization

Record Description:

Records documenting the authorization of access for staff, contractors, students, volunteers, visitors, etc. to agency buildings and facilities. May include key logs, key sign out sheets, or requests for access to buildings or specific areas. 
 
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).

See also Recordkeeping Note below.

Retention Requirement: 6 years after termination of access

Disposition after Retention: Destroy

Recordkeeping Note:

Requests submitted to the Lockshop are held by the Lockshop for the appropriate retention period. This retention policy covers those records not held by the Lockshop.

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 25001.0001.18398

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Calendars – Employees (Other than Elected Officials and Agency Heads)

Record Description:

Records documenting the day-to-day meetings and other work-related appointments of agency employees other than elected officials and agency heads.   Includes, but is not limited to:  Calendar records stored in Microsoft Outlook and other calendaring software/apps;  Hardcopy calendars/appointment books/diaries/etc.  Excludes records covered by:  Calendars – Elected Officials and Agency Heads (DAN GS 10008);  Organizing/Monitoring Work in Progress (DAN GS 50011);  Scheduling – Appointments/Meetings (DAN GS 50014).

Retention Requirement: 1 years after end of calendar year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 09023.0001.18354

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Cash Handling Records

Record Description:

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 departmentdeposit records.

Retention Requirement: 6 years after end of fiscal year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 01001.0001.18367

Approved by State Records Committee: 2024 October 02

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

Record Description:

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 (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 01050.0001.18382

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Client/Customer Feedback and Complaints

Function: Public Services

Record Description:

Records relating to the capturing and receiving of feedback/information/data (including complaints) from the agency’s clients/customers concerning policies, procedures, business practices, customer service, etc., where not covered by a more specific records series.
 
Includes, but is not limited to:
  • Thank-you messages, kudos, etc.
  • Client/customer satisfaction surveys (including the design and distribution of such surveys)
  • Internal and external correspondence/communications relating to complaints, their investigation, mediation, and resolution.
Excludes records covered by Whistleblower Investigations (DAN GS 04004).
 
Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080).

Retention Requirement: 3 years after feedback received/resolution of complaint

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 09016.0001.19369

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Communications and Media Coverage Files

Record Description:

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.
 
Includes, but is not limited to:
  • Press/news releases issued to the media for distribution
  • Audio/visual recordings/transcripts of press conferences, speeches, etc., by the head of the agency or senior executives
  • Copies of guest editorials written by the head of the agency
  • Copies of news clippings/media coverage of the agency’s activities (if compiled).
 
For event-related content, see Celebrations/Ceremonies/Events.
 
Excludes routine information distributed through the agency’s website/social media channels and correspondence/communications with the media covered by Provision of Advice, Assistance, or Information (DAN GS 09022).

Retention Requirement: 2 years after end of calendar year

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

Disposition Authority Reference: GS 05003.0001.18409

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Complaints and Grievances – Exonerated

Record Description:

Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint proved to be unsubstantiated. May be filed by job applicants, the public and represented and non-represented state employees.
 
Includes, but is not limited to:
  • Filed complaints and grievances
  • Supporting documentation
  • Agency response and decisions
  • Legal actions, arbitration or mediation efforts
  • Determinations and appeals.
Excludes records covered by Complaints and Grievances – Upheld (GS 03003.001.18140).
 
Note: Records may be retained upon employee request and in case of pending legal action (reference RCW 41.06.450 and WAC 357-22-040).
 
Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

Retention Requirement: Until exoneration

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03006.0001.18411

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Complaints and Grievances – Upheld

Record Description:

Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public and represented and non-represented state employees.
 
Includes, but is not limited to:
  • Filed complaints and grievances
  • Supporting documentation
  • Agency response and decisions
  • Legal actions, arbitration or mediation efforts
  • Determinations and appeals.
Excludes records covered by Complaints and Grievances – Exonerated (GS 03006.0001.18411).
 
Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

Retention Requirement: 6 years after final determination of case

Disposition after Retention: Destroy

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 03003.0001.18410

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Contact Information

Record Description:

Records relating to the contact details of employees, stakeholders, and/or clients a university unit 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)
  • Validation/verification/quality assurance checks of contact lists/collections
  • Related correspondence/communications.
Excludes:
  • Records covered by Emergency/Disaster Preparedness – Contact Information (GS 25004.0001.19380)
  • Contact information gathered for other, more specific purposes, such as attendee/sign-in lists for meetings and trainings, visitor books/logs, etc.

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50007.0001.18658

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Contracts and Agreements (Office copies)

Record Description:

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

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50005.0001.18435

Approved by State Records Committee: 2024 October 02

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

Copyright/Trademark Registrations

Record Description:

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

Retention Requirement: 6 years after copyright or trademark expires

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 21001.0001.18446

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Corrective Actions - Audits

Record Description:

Records relating to the actions taken by the university or by individual university organizational unit to address issues/findings raised in internal and external audits/reviews.
 
Includes, but is not limited to:
  • Corrective action plans
  • Certificates of completion
  • Reporting of corrective action, plans, progress on corrective actions and certificates of completion to the Office of Financial Management in accordance with State Administrative and Accounting Manual (SAAM) Section 55.10
  • Related correspondence/communications.
Excludes:
  • Records covered by Corrective Actions – Audits (Development of Plans) (DAN GS 04008)
  • Records of the Office of Financial Management of corrective action reports received from other agencies.

Retention Requirement: 6 years after matter resolved

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 04007.0001.18374

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Course Content Records

Function: Curriculum

Record Description:

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: 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: 14-09-68625.0003.18559

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM:

Course Evaluations – Non-Tenure Track Faculty

Record Description:

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: 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03024.0003.19134

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Course Evaluations – Tenured and Tenure-Track Faculty

Record Description:

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: 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03024.0003.19136

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Course Offering and Schedule Preparation Files

Function: Curriculum

Record Description:

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: Until no longer needed

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50008.0003.18357

Approved by State Records Committee: 2024 October 02

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

Record Description:

Recordings of courses made to facilitate teaching and learning remotely. 

Retention Requirement: 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.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: 14-09-68625.0003.19108

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM:

Course Syllabi

Function: Curriculum

Record Description:

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

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

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

Disposition Authority Reference: 21-06-69633.0003.18443

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM:

COVID-19 Screening Records

Record Description:

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

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 25009.0001.19119

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

COVID-19 Vaccination Status Verification Records

Record Description:

Records documenting the agency’s compliance with its process for verifying the COVID-19 vaccination status of its employees.
 
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: Until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note:

WWU employee documentation is maintained by WWU Human  Resources; WWU studentdocumentation is maintained by WWU Student Health Center.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03058.0001.19170

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Curriculum Committee Records

Function: Curriculum

Record Description:

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: 3 years after fiscal year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

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

Record 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: 6 years after superseded

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

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

Record Description:

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

Retention Requirement: 2 years after end of calendar year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 05010.0003.18427

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Drafting and Editing

Record Description:

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 assigns, mailing labels, etc.);  related correspondence/communications.

Retention Requirement: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50008.0001.18659

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Emergency/Disaster Preparedness – Contact Information

Record Description:

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.).

Retention Requirement: Until obsolete or superseded

Disposition after Retention: Destroy

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 25004.0001.19380

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Entry/Exit Logs – Facilities

Record Description:

Records documenting the entry and exit of staff, contractors, students, volunteers, visitors, etc. to agency 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 (GS 25008.001.18649).

Retention Requirement: 6 years after end of fiscal year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 25007.0001.18421

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Equipment History Records

Record Description:

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

Retention Requirement: 6 years after disposal of asset

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 21001.0001.18359

Approved by State Records Committee: 2024 October 02

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

Record Description:

Records relating to planning and coordinating events that do not directly support a financial document and do not document the eventitself. May include correspondence and other documents related to scheduling, venue set-up, and presenter/participant attendance.
Please also note the following:
  • Records documenting the events themselves 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 "Safety, Health, and Legal Compliance" 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: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 05008.0001.18736

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Events - Routine

Record Description:

Records relating to the university's involvement in routine celebrations/ceremonies/events that are not historical or otherwise noteworthy. [See separate titlefor Events - Significant; see also important exceptions below]. 
Related records may include, but are not limited to: 
  • Photographs, audio/visual recordings; etc.; 
  • Websites, social media sites, etc.; 
  • Planning and coordination records. 
Please note the following exceptions: 
  • Recordings and documentation of certain “routine” events, such as meetings of the Board of Trustees, of other governing bodies, or of committees reporting to those bodies, may be subject to statutory requirements and must be retained according to separate retention rules. Please contact University Archives with questions about event records status before disposing of the content.
  • 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: Until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note:

Recordings and documentation of certain “routine” events, such as meetings of the Board of Trustees, of other governing bodies, or of committees reporting to those bodies, may besubject to statutory requirements and must be retained according to separate retention rules. Please contact University Archives with questions about event records status before disposing of the content.

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 05008.0001.19368

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Events - Scholarly

Record Description:

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: Until administrative purpose served

Disposition after Retention: Transfer to Archives for appraisal and selective retention

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: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

Disposition Authority Reference: GS 05009.0003.18355

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Events - Significant

Record Description:

Records relating to the university's involvement in celebrations/ceremonies/events of a particular significance (such as milestone anniversaries, openings/dedications of major buildings or programs, inaugurations, noteworthy occasions, national/inernational recognition, etc.).
Related documentation may typically include, but is not limited to:
    • Programs, lists of VIPs in attendance, etc.;
    • Photographs and/or audio-visual recordings, transcripts of speeches;
    • Samples/designs of logos, commemorative items;
    • Websites, social media sites, etc.;
    • Planning and coordination records.
Recordings and documentation of certain events, such as Board of Trustees meetings, must be retained according to separate retention rules. Please contact University Archives with questions about event records status.
Photographic and audiovisual materials may 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 additional recordkeeping requirements relating to events or programs that include minors, see Child-Related Program Compliance Records (GS 01050.001.18382).
 

Retention Requirement: Until administrative purpose served

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Recordkeeping Note:

Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule.

Record Status: NON-ESSENTIAL, ARCHIVAL (Appraisal Required)

Disposition Authority Reference: GS 05009.0001.18396

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

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

Record Description:

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

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

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

Record Description:

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: 2 years after end of fiscal year

Disposition after Retention: Transfer to Archives for appraisal and selective retention

Record Status: NON-ESSENTIAL, ARCHIVAL

Disposition Authority Reference: GS 09029.0001.18401

Approved by State Records Committee: 2024 October 02

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

Record Description:

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: 6 years after fiscal year

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

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

Record Description:

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: Until completion or cancellation of renovation or construction

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50005.0001.18412

Approved by State Records Committee: 2024 October 02

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

Files Management Documentation

Record Description:

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; and related correspondence/communications.
 
Excludes records covered by:  Records Destruction Log (GS 11001.0001.18429).
 
Note: Master indexes, lists, registers, tracking systems, databases, and other finding aids for records designated as Archival should be retained with the records and transferred to University Archives.

Retention Requirement: Until no longer needed

Disposition after Retention: Destroy

Recordkeeping Note:

Master indexes, lists, registers, tracking systems, databases, and other finding aids for records designated as Archival should be retained with the records and transferred to University Archives.

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 11009.0001.19095

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Financial Records - Duplicate Copies

Record Description:

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: Until no longer needed for agency business

Disposition after Retention: Destroy

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 50005.0001.18394

Approved by State Records Committee: 2024 October 02

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