WWU General Records Retention Schedule

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: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 01001.0001.18361

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.

Office copies of the final audit results of specific university programs and/or fiscal activities, including the university's response.

Retention Requirement: Retain for 6 years after matter resolved

Disposition after Retention: Destroy

Disposition Authority Reference: GS 04007.0001.18374

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.

Records documenting the awarding of internal research support funds. Documents the allocation and monitoring of funds for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research, and others. May include application for faculty and student funding stating type of research, letters of acceptance, and related correspondence.

Retention Requirement: Retain for 6 years after termination of project or proposal rejection

Disposition after Retention: Destroy

Recordkeeping Note: Copies of these records maintained by an office other than that awarding the grant are considered duplicate copies and have no retention requirement. However, original documentation of financial transactions should be kept according to the applicable retention period (see the Financial Management section of this schedule).

Disposition Authority Reference: GS 23003.0001.18648

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.

Records relating to employee leave requests and approvals of attendance and leave. May include: requests, approvals, and denials for any form of leave, and leave usage tracking or reporting. Leave requests done via the e-form provided by Human Resources should be retained in the e-form system for the 6 year retention period. Any downloaded or printed copies of the e-form are considered duplicate copies with no retention requirements.

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 03030.0001.18405

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.

Letters of recommendation written for former employees or students.

Retention Requirement: Retain for 3 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: 17-06-69053.0001.18620

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 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: 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 marketing and communications must be held for the retention period prescribed under the "Financial Management" section of this schedule.

Record Status: ARCHIVAL RECORD

Disposition Authority Reference: GS 05006.0001.18397

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.

Records relating to arranging and scheduling meetings, such as agenda calls, meeting invitations, or location arrangements.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09024.0001.19113

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 April 22

Notes taken during or about meetings for personal use only, or copies of meeting agendas or minutes used for reference only. Does not include the official copy of meeting minutes or agenda, which are held by the meeting convener or designated records holder.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09026.0001.18673

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 May 14

Records of check-in or "stand-up" meetings focused on information sharing, brainstorming, and planning, where no formal decisions are made. (Generally, these types of meeting do not generate records.)

Retention Requirement: Retain until no longer needed

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50006.0001.19110

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 April 22

Records of policy-setting committees, councils, task forces, and other deliberative or governance bodies (other than the Board of Trustees, Faculty Senate, and Associated Students Board of Directors). May apply to bodies at the university, division, college, or departmental level. Typical records include charge/statement of authority, meeting agendas and minutes, and reports or other mandated output. Does not include records of adjudicative bodies, curriculum committees, or records of search committees, for which separate schedules apply, and does not apply to informal, non-reporting groups.

Retention Requirement: Retain for 6 years after calendar year

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

Record Status: ARCHIVAL RECORD

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 10004.0001.18332

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 June 03

Records of staff meetings and other internal working groups that do not require reporting out to other bodies (and when not otherwise identified on a retention schedule). May include agendas, meeting minutes, and meeting handouts. Does not include records of adjudicative bodies, curriculum committees, or records of search committees, for which separate schedules apply, and does not apply to formal, policy-setting bodies.

Retention Requirement: Retain for 2 years after calendar year and no longer needed

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09009.0001.19111

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 April 22

Newsletters produced by a unit for internal or external dissemination.

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 05006.0001.18363

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.

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: Retain for 6 years after end of activity, program, or class

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 01050.0001.18442

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 December 20

Registration records for minors participating in events on campus must be held under Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement:

Disposition Authority Reference: XXXXXX.0001.18730

Approved by State Records Committee: 2020 June 03

Last Updated / Revised by UARM: 2018 December 20

Records documenting the planning, establishment and significant changes/developments of a unit. May include: summaries or histories of the office; scrapbooks, news clippings, photographs, etc., documenting the history of the office; organizational charts and other planning records documenting significant changes and restructures (such as office mergers/splits, creation/combinations of divisions, major changes of office functions and roles, etc.); or transitional documentation prepared for incoming unit heads.

Retention Requirement: Retain for 6 years after 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 10013.0001.18407

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.

Records relating to the assigning, prioritizing, tracking/monitoring and status of work/projects in progress. Includes, but is not limited to: status logs; to-do lists; tasks within Microsoft Outlook, etc.; routing slips; workflow notifications/escalations.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50011.0001.19096

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 February 24

Records gathered by an employee's supervisor in preparation for employee's performance evaluation. May include: notes of performance, training and development; job assignments; other related documentation.

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

Disposition after Retention: Destroy

Disposition Authority Reference: GS 03024.0001.18376

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.

Office-level personnel files for faculty and staff (both permanent and temporary), as well as volunteers. May include copies of personnel action forms, employee information forms, or payroll forms that are held by Human Resources. May also include items such as letters of recommendation, awards, or correspondence that are not held by HR. Official personnel files are held by HR, and, for faculty, in the Provost's Office as well.

Retention Requirement: Retain for 6 years after separation from unit

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 03042.0001.18403

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.

Personnel files for student employees of any funding-type. May include students' applications and employee information forms. May also include items such as letters of recommendation and workplace awards.

Retention Requirement: Retain for 6 years after separation from unit

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 03042.0001.18406

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.

Photographs and audiovisual materials should be retained according to the activity or function which they document. If uncertain how to classify these records, please contact University Archives.

Retention Requirement:

Disposition Authority Reference: XXXXXX.0001.18651

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.

Records relating to the development, implementation, and interpretation of the policies and procedures developed by sub-units of the university to support their internal administrative functions. May include: each adopted/approved version of policies and procedures and records documenting the development of policies and procedures. Does not include records of university-wide policies. Excludes records covered by: Work Instructions/Desk Manuals (GS 09001.001.18365).

Retention Requirement: Retain for 6 years after superseded

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 09028.0001.18426

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Records that document the role of professional or other advisory groups in evaluating or providing feedback and direction to programs and/or about curriculum. May include correspondence, meeting records, reports, and studies.

Retention Requirement: Retain for 6 years after 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 10015.0003.18417

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.

Records of interaction with and outreach to the public and other stakeholders, where not covered by a more specific records series.

Retention Requirement: Retain for 2 years after calendar year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 05010.0001.18432

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.

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

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 01001.0001.18366

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.

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: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 01001.0001.18375

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.

Logs and other records documenting the destruction of public records according to the retention schedule.

Retention Requirement: Retain permanently; contact Archives for assistance

Record Status: PERMANENT RECORD

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 11005.0001.18429

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.

Records where the evidence of the business transaction has been documented as part of another more formalized record of the agency which is retained in accordance with the current approved minimum retention period. Includes, but is not limited to: Data entry input records (such as paper forms, handwritten notes, etc.) that have been documented as records within agency information systems (such as databases) provided the original record/form (including any signatures) is not required as evidence or authorization of the transaction; Working/rough notes, voicemail messages, text messages, social media posts, etc., that have been memorialized/captured in another format such as a note-to-file, email confirming the conversation, speech-to-text translations, etc.; Automatically-generated email notifications sent out by agency information systems provided the transaction is captured as part of an audit trail; Raw data/statistics/survey responses that have been consolidated/aggregated into another record. Excludes: Electronic records (such as emails) that have been printed to paper; Audio/visual recordings of meetings covered by Meetings – Advisory (DAN GS 10015), Meetings – Governing/Executive/Policy-Setting (DAN GS 10004) or Meetings – Staff and Internal/External Committees (DAN GS 09009). Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

Retention Requirement: Retain until verification of successful conversion/keying /transcription

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50012.0001.19343

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2022 August 25

Records relating to developing and maintaining cooperative working relationships with professional or other associations and entities related to a unit's subject area, where not covered by a more specific records series. May include copies of agendas, minutes, and conference proceedings not hosted, sponsored, or affiliated with Western; newsletters or notices of associations/organizations' activities; non-financial records relating to memberships in associations/organizations; related correspondence and communications. Excludes records documenting the payment of membership dues or fees covered by series in the "Financial Management" section of this schedule.

Retention Requirement: Retain for 2 years after calendar year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 05010.0001.18428

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2019 June 06

Provides identification and disposition instructions for all records found in the office.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note: University Archives and Records Management maintains copies of the official WWU retention schedule permanently.

Disposition Authority Reference: GS 50005.0001.18378

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.

Provides an itemized list by box of records transferred to the University Archives and Records Management.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Recordkeeping Note: University Archives and Records Management maintains these permanently.

Disposition Authority Reference: GS 50005.0001.18373

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.

Materials gathered from outside sources for reference/reading use which are not evidence of the agency’s business transactions. Includes, but is not limited to: conference materials (such as proceedings, handouts, etc.) from conferences/seminars not organized by the agency; copies of published articles, reports, etc.; internet browser favorites/bookmarks; listserv/RSS feeds.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50013.0001.18662

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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: Retain until end of quarter

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50012.0003.18399

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.

Internal and external requests for, and provision of, routine information about the operations of the university, such as: business hours, locations/directions, web/email addresses; meeting dates/times.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50002.0001.18663

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Safety data sheets or allowed substitute records identifying hazardous chemical(s) by the chemical and common names(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014. Note: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014.

Retention Requirement: Retain for 30 years after superseded or 30 years after chemicals are no longer used

Disposition after Retention: Destroy

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 09017.0001.19087

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 January 08

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

Retention Requirement: Retain for 6 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 01001.0003.18667

Approved by State Records Committee: 2021 August 04

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: Retain for 6 years after administrative purpose is 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: 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: Retain for 6 years after last quarter in which student received award or assistance

Disposition after Retention: Destroy

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 relating to the process of recruitment and selection of employees. May include: job announcements and postings; job description and qualifications; eligibility lists for specific positions; applications, resumes and test results; applicant profile data; scoring, ranking and selection criteria; interview questions and evaluations; background and criminal history checks; reference check questions and answers. Applications for hired employees should be held in their personnel files. Unsolicited applications must be held under Unsolicited Employment Applications (Not Hired) (GS 03022.001.18371) for 2 years after received. Certain types of searches (e.g., presidential searches) may create additional records that have either long-term or permanent retention. These additional records may include a report or narrative of the search process, marketing and promotion records, community and stakeholder engagement, meeting records, and applicant pool demographics. In such cases, these additional records should be saved as Records of Committees, Councils, Task Forces, and Other Bodies (GS 10004.001.18332).

Retention Requirement: Retain for 3 years after completion of recruitment/hiring process

Disposition after Retention: Destroy

Disposition Authority Reference: GS 03012.0001.18404

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Copies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period. Includes, but is not limited to: Data extracts and printouts from agency information systems; Cc’s of emails, provided the agency is retaining its primary copy of the email; Convenience/reference copies of records; Duplicate and near-duplicate images/photographs provided the selected “best” image(s) documenting the occasion/object is retained.

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50005.0001.18664

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Records documenting security incidents, data/privacy breaches, responses and investigations relating to agency facilities, vehicles, equipment, supplies, information, etc.

Includes, but is not limited to:  Incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.); Notification documentation; Reports to law enforcement agencies, agency management, regulating authority, etc.; Records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.); Records documenting corrective action taken; Records documenting decision not to proceed with investigation/notification; Related correspondence/communications.

Retention Requirement: Retain for 6 years after matter resolved

Disposition after Retention: Destroy

Disposition Authority Reference: GS 25008.0001.18649

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

Records relating to the routine security monitoring of the agency’s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to: Alarm reports; Audio/visual recordings (digital or analog); Security patrol logs. Excludes records covered by Security Incidents and Investigations (GS 25008.001.18649).

Retention Requirement: Retain for 1 month after date record created or until determined that no security incident has occurred, whichever is sooner

Disposition after Retention: Destroy

Disposition Authority Reference: GS 25003.0001.18650

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50005.0001.18395

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.

If required by sponsorship agreement, and if retained by the institution, narrative reporting relating to sponsored programs, including annual, periodic, and final performance reports. May include any of the following: Program/project proposal (as accepted); periodic progress reports; and final performance reports.

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: 14-09-68638.0001.19125

Approved by State Records Committee: 2021 June 02

Last Updated / Revised by UARM: 2020 June 03

Information gathered while providing services to the public, students, or university employees. Used to track interactions and/or to provide information for reporting purposes

Retention Requirement: Retain for 2 years after fiscal year

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09029.0001.18441

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.

Reports and plans, such as strategic plans or annual reports, detailing the unit's goals, priorities, and achievements. May apply to plans/reports produced at any level, from a program unit to larger administrative division.

Retention Requirement: Retain until end of fiscal year

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

Record Status: ARCHIVAL RECORD

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 10001.0001.18416

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.

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: Retain for 6 years after student is no longer in program

Disposition after Retention: Destroy

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.

Studies and reports with department-, division-, or university-wide relevance, typically prepared in response to a specific charge or directive. May be the work of a group or individual. The extent of supporting documentation, (e.g., survey data or other cited materials) included with the final report may vary according to need. For grant-related reports or studies, see the "Research" section of this schedule.

Retention Requirement: Retain for 6 years after conclusion of study or report

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 10016.0001.18408

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.

Records relating to the development of reports and studies and to the conducting of studies with department-, division-, or university-wide relevance, typically prepared in response to a specific charge or directive. May be the work of a group or individual. May include survey data or other materials gathered and used in the studies. For grant-related reports or studies, see the "Research" section of this schedule.

Retention Requirement: Retain for 6 years after conclusion of study or report

Disposition after Retention: Destroy

Disposition Authority Reference: GS 09030.0001.18425

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.

Records documenting the authorization of employees (including contractors and volunteers) to use unit systems/applications and telecommunication services. May include user account creation/change requests or network access authorization requests.

Retention Requirement: Retain for 6 years after fiscal year in which user account/access was terminated

Disposition after Retention: Destroy

Recordkeeping Note: Retention applies to copies of records held by unit granting access to the system. Copies held by those receiving or requesting access are considered duplicate copies and have no retention requirements.

Record Status: ESSENTIAL RECORD

Disposition Authority Reference: GS 14012.0001.19089

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2020 January 14

Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.

Retention Requirement: Retain for 7 years after fiscal year

Disposition after Retention: Destroy

Recordkeeping Note: The deans' offices hold these records.

Disposition Authority Reference: 14-09-68685.0003.18567

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.