WWU General Records Retention Schedule

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

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50007.0001.18658

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50008.0001.18659

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50004.0001.18660

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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

Retention Requirement: Retain until no longer needed for agency business

Disposition after Retention: Destroy

Disposition Authority Reference: GS 50001.0001.18661

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09

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 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 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

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

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

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

Additional materials received by the agency that are: not requested and not used by the agency in the course of government business. Includes, but is not limited to: superfluous extra materials provided with applications (including health/medical records); information entering through online applications, e-forms, etc., but not completed and not submitted to the agency. Excludes Unsolicited Employment Applications (Not Hired) (GS 03022.001.18371)

Retention Requirement: Upon receipt, return to sender or destroy.

Disposition Authority Reference: GS 50015.0001.18665

Approved by State Records Committee: 2021 August 04

Last Updated / Revised by UARM: 2018 April 09