WWU General Records Retention Schedule

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.

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

Retention Requirement: 6 years after course completed or grade lapses to a "Z" (failure due to discontinued attendance)
Disposition after Retention: Destroy
Record Status:ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL
Disposition Authority Reference: GS 01050.0003.18402
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.

Requests by students to faculty or departments to override course registration blocks. Does not include the Registrar's official record of registration or registration changes.

Retention Requirement: Until end of quarter
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 50012.0003.18399
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 tracking graduate and undergraduate students' progress through major or program. May include plans of study, copies of student applications to major/program, and records of student internships.

Retention Requirement: 6 years after student is no longer in program
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: 14-09-68689.0003.18568
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.

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.

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: This record's title or description has not been updated or revised since its initial writing.

Records relating to the planning and/or execution of advertising and promotional activities. May include: marketing plans/strategies; records relating to the development of advertising campaigns and materials (such as original artwork, designs, storyboards, etc.); samples of advertising materials (regardless of format); records relating to the evaluation of campaigns and strategies; records relating to the design and selection of unit branding (such as logos, mottos, slogans, etc.); related correspondence and communications. Excludes: financial records, which are covered by records series in the "Financial Records" section of this schedule.

Retention Requirement: Until administrative purpose served
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 05006.0001.18397
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.
Notes: Financial records relating to marketing and communications must be held for the retention period prescribed under the "Financial Management" section of this schedule.

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
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: 2023 November 16
Notes: See separate title for Course Syllabi.

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.

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
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: 2020 April 20
Notes: 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.

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: 2021 June 03

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.

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.

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: 2019 April 03

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
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: 2024 October 31
Notes: 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.

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
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: 2024 March 13
Notes: 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.

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
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: 2024 September 18
Notes: Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule.

Registration for non-academic classes, programs, or activities for adult participants. May include payment information, hold harmless agreements, or other documentation required to attend a non-academic Western-sponsored event or program.

Retention Requirement: 6 years after end of activity, program, or class
Disposition after Retention: Destroy
Record Status:ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL
Disposition Authority Reference: GS 01050.0001.18442
Approved by State Records Committee: 2024 October 02
Last Updated / Revised by UARM: 2018 December 20

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
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: 2020 August 19

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: This record's title or description has not been updated or revised since its initial writing.

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.

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.

Records relating to allowing use of university assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by university staff (including contractors and volunteers), other agencies, students/clients and the general public.

Includes, but is not limited to:

• Allocation of parking spaces/permits
• Bookings/reservations/requests for use
• Check-in/-out logs
• Rental/use schedules
• Vehicle logs/usage data
• Related correspondence/communications.

Excludes records covered by:

• Contracts and Agreements – General (DAN GS 01050)
• Financial Transactions - General (DAN GS 01001)
• Records Documented as Part of More Formalized Records (DAN GS 50012).

 

Retention Requirement: 3 years after asset returned/use completed
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 07003.0001.18414
Approved by State Records Committee: 2024 October 02
Last Updated / Revised by UARM: 2024 November 4

Records documenting the financial and administrative management of scholarships. May include financial reports and disbursement records.

Retention Requirement: 6 years after end of fiscal year
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 01001.0003.18667
Approved by State Records Committee: 2024 October 02
Last Updated / Revised by UARM: 2018 April 09

Provides a record of scholarship program history. May include documentation related to the establishment of the fund, administrative requirements, lists of recipients, and related records.

Retention Requirement: 6 years after administrative purpose is served
Disposition after Retention: Transfer to Archives for appraisal and selective retention
Record Status:NON-ESSENTIAL, ARCHIVAL (Appraisal Required)
Disposition Authority Reference: 14-09-68673.0003.18666
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: 2018 April 09

Documents selection of candidates and awarding of scholarships. May include successful and unsuccessful applications, award notices, and related correspondence.

Retention Requirement: 6 years after last quarter in which student received award or assistance
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: 14-09-68674.0003.18444
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.

Records documenting tuition or fee waivers. May include application forms and supporting documents for waivers granted or denied.

Retention Requirement: 6 years after end of fiscal year
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 01001.0003.18643
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.

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
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: 2019 June 06
Notes: 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.

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
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: 2018 December 20
Notes: 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.

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.

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.

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: This record's title or description has not been updated or revised since its initial writing.

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.

Provides a record of charges to individual departments/offices for goods and/or services. These records support the journal vouchering process. Hard copy records of the journal vouchering process that are created in, or uploaded into, an approved online university system may be destroyed when no longer needed. Any documentation kept outside of the approved system must be kept for the retention period indicated here.

Retention Requirement: 6 years after end of fiscal year
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 01001.0001.18361
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.

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of orderform, invoices and credit documentation.

Retention Requirement: 6 years after end of fiscal year
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 01001.0001.18366
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.

Records of purchases not made through online university systems or any purchase records which are not uploaded to online university systems. Records of purchases which are uploaded to or created in approved, online university systems must also be kept for 6 years; however, that retention period applies to the data and files in the system, not to paper copies held in an office.

Retention Requirement: 6 years after end of fiscal year
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 01001.0001.18375
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.

Copies of requests for services from other WWU units. The unit providing the service has responsibility for retaining the official copy of the request in their records.

Retention Requirement: Until no longer needed for agency business
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 50005.0001.18395
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.

Office copies of records processed through official online university travel system. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments). Records of travel not entered into approved online university systems must be kept for 6 years after the fiscal year in which the travel was completed (contact University Records Management for more information).

Receipts and other materials that are scanned into the official online university system may have additional retention requirements if funded by a grant or outside entity.

Retention Requirement: Until reimbursement has been paid
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 50005.0001.18328
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.
Notes: The official copy of these records should be held in the university's approved online travel system. However, offices and/or travelers are responsible for maintaining original documentation of trips (i.e., receipts) to confirm acceptance of receipt scans in system or for as long as may be required for other purposes (e.g., records of grant sponsored travel may have retention requirements set by the grant or the granting agency, or university units may have internal policies governing how long travel records must be kept).

Travel funding requests made outside of system(s) adminstered by WWU Travel Services. May include eforms, emails, or other forms.

Retention Requirement: 6 years after end of fiscal year in which travel was completed
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 07001.0001.19088
Approved by State Records Committee: 2024 October 02
Last Updated / Revised by UARM: 2020 January 10

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.

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.

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: 2024 September 20

Records relating to information reported/submitted to databases/systems operated by external agencies/organizations, where not covered by a more specific records series and provided the:

• Original record/form (including any signatures) is not required as evidence or authorization of the transaction; and
• Agency has access to the external database/system.

Includes, but is not limited to:

• Data entry input records (such as paper forms, handwritten notes, etc.)
• Related correspondence/communications.

Excludes records entered into agency-owned databases/systems covered by Records Documented as Part of More Formalized Records (GS 50012.0001.19343).

Retention Requirement: Until verification of successful keying/submission
Disposition after Retention: Destroy
Record Status:NON-ESSENTIAL, NON-ARCHIVAL
Disposition Authority Reference: GS 19006.0001.19381
Approved by State Records Committee: 2024 October 02
Last Updated / Revised by UARM:

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: 2024 July 30

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: 2024 December 3