Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Property Management Records

PDF link

Title
Property Management Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
ASSET DISPOSITION RECORDS
University copies of records that track the disposition of property. May include request for disposal of property, receipts, copies of disposition reports, Disposed Property Report, and records of property that has been sent to Surplus Stores and/or state surplus.
For WSU purposes, this series may also include Inventory Control Reports, Surplus Disposal Requests (SDRs) and other surplus property forms, Excess Federal Property Records, and reference copies of surplus property public sales.
Property Inventory*
OR
Surplus Stores*
OR
WSU Police Dept*

Retain for 6 years after
date of document,
then destroy.



GS 16003






Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 16003
CAPITAL ASSETS MANAGEMENT SYSTEMS, STATEWIDE OR UNIVERSITY
Statewide or University systems to maintain University inventories of land, buildings, furniture, equipment and other capital assets. May be used for input into the statewide reporting system. Includes:
- Asset tracking and depreciation schedules
- Running inventory control documents that describe each piece of University-owned or leased equipment and furniture
- Data Input Sheet; Reports (Asset, Added, Changes, Purge, Summary of Monthly File Activity)
Business Services--
Property Inventory*

Retain for 6 years after
superseded,
then destroy.
GS 16008
Rev. 1


Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 16008
Rev. 1
CERTIFICATION OF ACCOUNTABLE PROPERTY OFFICER
Record of certification of accountable property officers at the college level who are authorized to coordinate the college s federal excess property program.
Surplus Stores*
OR
College of Veterinary Medicine*

Retain for 6 years after
superseded,
then destroy.

88-2-41567
Rev. 1



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
88-2-41567
Rev. 1
CONSTRUCTION DOCUMENTATION, GENERAL ADMINISTRATION CAPITAL PROJECTS
University copies of documents for new construction or additions/ remodels to existing facilities when the work is completed by the Department of General Administration (now called Department of Enterprise Services). May include correspondence, project meeting minutes, approval, program review and/or comments, plans, drawings, permits, Environmental Impact Statements (EIS), specifications, contracts, test results, reports, modification proposals, change orders, allotment and payment records and related documentation.
Note: General Administration (now Enterprise Services) Engineering and Architecture Services retains the primary copy of this series. For circuit networks, see GS 14031 (Network Circuit Files) [on All-University Rec. Rtn. Sched.--Info Svcs Recs. table].
Facilities Services*
Retain for 6 years after
completed and accepted,
then destroy.
GS 21010
Rev. 1
Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 21010 Rev. 1
CONSTRUCTION DOCUMENTATION, NON-GENERAL ADMINISTRATION CAPITAL PROJECTS
University copies of documents for new construction or additions/ remodels to existing facilities when the work is not completed by the Department of General Administration (now called Department of Enterprise Services). May include correspondence, project meeting minutes, approval, program review and/or comments, plans, drawings, permits, Environmental Impact Statements (EIS), specifications, contracts, test results, reports, modification proposals, change orders, allotment and payment records and supporting documentation.
For circuit networks, see GS 14031 (Network Circuit Files) [on All-University Rec. Rtn. Sched.--Info Svcs Recs. table].
Facilities Services*



Retain for 6 years after
disposition of building,
then
Transfer to Archives for appraisal and selective retention.

GS 21011
Rev. 1





Archival
(appraisal required)

Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 21011 Rev. 1
EQUIPMENT MAINTENANCE AND REPAIR RECORDS
Records documenting service and repairs to University equipment, excluding motor vehicles. May include maintenance and repair orders, copies of fiscal documents such as requisitions, purchase orders and vouchers, warranties, manuals, and related materials.
Note: This series does not include structural or major equipment items. See GS 21008 (Major Repair and Replacement Records, Building and Equipment). See GS 16007 (Motor Vehicle Maintenance, Repair and Disposition Records) for motor vehicles.
Department*



Retain for 3 years after
disposition of item,
then destroy.

GS 16006




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 16006
FACILITY MAINTENANCE AND ROUTINE REPAIRS
Agency records documenting maintenance and minor repair work, work requests, and records of work completed.
Department* Retain for 6 years after
completion of work,
then destroy.
GS 21002
FEDERAL EXCESS PROPERTY FILE
Provides a record of requests for federal excess property, using the temporary (for use during the course of a grant contract) or permanent transfer of federal property to WSU. Includes the Federal Excess Property Request (WSU 1303) and SF-122, Transfer Order -- Excess Personal Property.

Sponsored Programs Services*



Retain for 6 years after
item disposed of
(permanent transfer)
OR
3 years after
termination of contract (temporary transfer),
then destroy.

11-12-63485







Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under 11-12-63485
FIXED ASSETS FILES
Agency copies of records documenting the purchase and ownership of major items of equipment. May include purchase orders for fixed assets, vouchers, inventory documents, surplus property disposition records, and other records relating to the purchase, ownership and disposition of fixed assets.
For WSU purposes, this series also includes equipment trade-in approval records.
Note: This series does not apply to land ownership records (held by the Real Estate Office).
Campus Facilities Services*
Retain for 6 years after
disposition of asset,
then destroy.
GS 21001

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 21001
INVENTORY CONTROL REPORTS (INVENTORY AND SURPLUS)
Provides a record of changes in the department's equipment inventory. Includes Inventory Control Reports (WSU 1033) and Surplus Disposal Requests (SDRs).
Property Inventory*
OR
Surplus Stores*

Retain for 6 years after
date of document,
then destroy.


11-12-63492
Revision 1




Transferring Department;
Recipient Department
(secondary copies)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63492
Rev. 1
MAJOR REPAIR AND REPLACEMENT RECORDS, BUILDING AND EQUIPMENT
Records documenting repairs and/or replacement of structural or major equipment items. May include documentation on the repair or replacement of HVAC systems, electrical or plumbing systems, roofs, walls, floors and other structural elements, architectural or engineering drawings, equipment documentation, work orders, fiscal documents, inspection reports, final acceptance documents, and related records.
Campus Facilities Services*
Retain for 6 years after
disposition of building or equipment,
then destroy.
GS 21008

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 21008
MOTOR VEHICLE MAINTENANCE, REPAIR, AND DISPOSITION RECORDS
Records documenting service, repairs, and disposition of motor vehicles assigned to or owned by WSU. May include maintenance orders and logs, copies of fiscal documents such as requisitions, purchase orders, vouchers, warranties, manuals, and related materials.
Department* Retain for 6 years after
disposition of vehicle,
then destroy.
GS 16007
OPERATIONS AND INSPECTION RECORDS, FACILITIES SERVICES SYSTEMS
Records documenting operations and inspections for facility, grounds, and utility systems. Systems include but are not limited to HVAC, water, electrical, and mechanical systems, landscaping features, and underground utilities. Records include but are not limited to meter readings, inspection reports, and fuel consumption records.
Campus Facilities Services* Retain for 6 years after
disposition of asset,
then destroy.
GS 21007
PROPERTY AND EQUIPMENT MANAGEMENT FILE AND PREVENTIVE MAINTENANCE
Record of departmental equipment by inventory numbers, surplus stores sales and related documents. Facilities Services storeroom inventory and stock for resale, utility maps, building as builts and building replacement parts.
Controller*
AND/OR
Campus Facilities Services*
Retain for 2 years after
end of fiscal year,
then destroy.
90-03-45979
Rev. 2

SPACE ALLOCATION PLANNING FILES
University space allocation plans and related documentation, including copies of space requests, space and cost estimates, justifications, specifications, building and floor plan layout drawings, and supporting documentation.
Facilities Services*

Retain for 4 years after
completion of action,
then destroy.
GS 21006

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 21006
SUPPLIES, COMMODITIES, AND PARTS DISBURSEMENT RECORDS
Records documenting the disbursement of office supplies, commodities, parts, and other expendable materials.
Department*



Retain for 6 years after
date of document,
then destroy.

GS 16005




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 16005
SUPPLIES, COMMODITIES, AND PARTS INVENTORIES
Running inventories used to manage stocks of expendable materials such as office supplies, parts, and other expendable supplies, describing the materials and indicating current stock balances.
Department*



Retain for 6 years after
date of document,
then destroy.

GS 16004




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 16004