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:
Public Affairs and Public Disclosure Records

PDF link

Title
Public Affairs and Public Disclosure Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS NO ACCIDENT CLAIM (UNDER 18 YEARS)
Provides a record of agreement signed by an individual (affiliated with WSU or visiting) under 18 years of age (with parent/guardian consent) to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.
Department*




Retain for
3 years + 60 days after
18th birthday,
then destroy.

98-06-58499
Rev. 3




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 98-06-58499
Rev. 3
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS NO ACCIDENT CLAIM (18 YEARS OR OVER)
Provides a record of agreement by an individual (affiliated with WSU or visiting) 18 years or older to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.
Department*




Retain for
3 years + 60 days after
termination of activity,
then destroy.

98-06-58498
Rev. 3




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 98-06-58498
Rev. 3
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS WITH ACCIDENT CLAIM
Provides a record of agreement signed by an individual (affiliated with WSU or visiting) to participate in University programs and activities at their own risk. This record series covers retention of this form when an accident claim has been made.
Department*




Retain for
3 years + 60 days after
claim resolved,
then destroy.

98-06-58500
Rev. 3




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 98-06-58500
Rev. 3
COURSE REGISTRATION PROCESSING RECORDS
Applications and enrollment records. May include data forms, course applications, supervisor and training officer authorizations and rosters of registrants.
Department* Retain for 3 years after
application for course,
then destroy.
GS 22002
GENERAL INFORMATION--EXTERNAL
Information received from other agencies, commercial firms, or private institutions, which requires no action and is no longer needed for University business purposes. Includes, but is not limited to, catalogs, reports, multimedia presentations (e.g., videos, CDs); informational copies, notices, bulletins, newsletters, announcements; and unsolicited information (e.g., junk mail, spam, advertisements).
Department* Retain until
no longer needed,
then destroy.
GS 50004
GENERAL REQUESTS FOR INFORMATION
Letters, memos, telephone logs, copies of responses, and related records documenting requests for information from the public, the media, and other agencies.

Does not include formal requests filed under the terms of the Public Disclosure Act (RCW 42.56).
Department* Retain for 1 year after
response to request,
then destroy.
GS 05002
MINOR PARTICIPANT GUIDELINES AND EMERGENCY CARE AGREEMENTS
Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for minor participants (under 18 years of age) in University academic, athletic, or recreation activities or events. Includes agreements signed by participants and parent/guardians acknowledging that they have read and understood the guidelines for participation, and permissions from parent/guardians for University officials to seek emergency medical care for the participants.
Department* Retain for 6 years after
18th birthday,
then destroy.
09-07-62063
Revision 1

PARTICIPANT GUIDELINES AND EMERGENCY CARE AGREEMENTS (18 YEARS OR OVER)
Provides as record of acknowledgment of guidelines for participation and emergency medical care agreements for participants (18 years of age or over), including advisors and chaperones, in University academic, athletic, or recreation activities or events. May include agreements signed by participants acknowledging that they have read and understood the participation guidelines, and permissions for University officials to seek emergency medical care for participants.
Department* Retain for 6 years after
termination of participation in activity,
then destroy.
09-07-62062
Rev. 1

PHOTOGRAPH/RECORDING RELEASE FILES
Provides a record of authorization by adult models for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.
Department* Retain for 6 years after
disposal of image or recording,
then
Transfer to Archives for appraisal and selective retention.
11-12-63650 Archival
(appraisal required)
PHOTOGRAPH/RECORDING RELEASE FILES FOR MINORS
Provides a record of authorization by minor models (under age 18) or parents/guardians for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.
Department* Retain for 6 years after
disposal of image or recording
OR
6 years after
minor reaches age 18,
whichever occurs last,
then
Transfer to Archives for appraisal and selective retention.
11-12-63651 Archival
(appraisal required)
PHOTOGRAPHS, GRAPHICS, AND VISUAL RESOURCES
Photographs, slides, and other graphic materials used in publications, stored in the form of prints, negatives, transparencies, digital images, or other formats. Includes camera-ready masters and all source materials.
Department* Retain until
admin. purpose served,
then
Transfer to Archives for appraisal and selective retention.
GS 15007
Rev. 1
Archival
(appraisal required)
PRESS RELEASES
Press or news releases issued by the University to the media to inform the public about events, activities and accomplishments.
Department* Retain for 2 years after
date of issue,
then
Transfer to Archives for appraisal and selective retention.
GS 05003 Archival
(appraisal required)
PUBLIC DISCLOSURE/RECORDS REQUESTS
Records relating to requests from the general public for access to the University's public records in accordance with chapter 42.56 RCW.
Includes, but is not limited to:
- Internal and external correspondence relating to the request
- Records documenting the public records provided to the requestor (copies or lists of the records provided, etc.)
- Records documenting the public records (or portions) withheld (exemption logs, copies of portions redacted, etc.)
- Records documenting administrative reviews relating to the request
- Public disclosure requests and appeals
Excludes the records that are the subject of the public records request (which must be retained in accordance with the applicable records series).
Public Records Office*


Retain for 6 years after
public records request fulfilled (disclosed,
final response, or
appeal denied),
then destroy
GS 05001
Rev. 1

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy
under GS 05001
Rev. 1
PUBLIC INFORMATION OFFICE, REFERENCE FILES
Records documenting activities of an agency, generally organized by subject. Provides a record of events, issues and subjects related to an agency's programs, missions and activities. Used to provide background information in responding to pubic information requests.
WSU News Service*

Retain for 2 years after
date of document,
then
Transfer to Archives for appraisal and selective retention.
GS 05005 Archival
(appraisal required)
Department
(reference copy)
Retain until
admin purpose served,
then destroy.
Secondary copy under GS 05005
PUBLICATIONS
Publications created by the University and intended for distribution to state government, the public, or the legislature.
Publications include, but are not limited to:
- Annual reports and other reports, manuals, brochures
- Newsletters, magazines, journals, periodicals
- Maps, plans, charts
- Audio/video recordings and films/presentations
Excludes all other copies of publications which are covered by GS 50005 (Secondary (Duplicate) Copies).
Excludes all other copies of publications which are covered by GS 15007: (Photographs, Graphics, and Visual Resources).
Note: The University is required to transfer copies of all publications to the Washington State Library in accordance with RCW 40.06.030.
Department* Retain until
date of publication,
then
Transfer to Archives for permanent retention.
GS 15008
Rev. 1
Upon publication, transfer one copy to WA State Library

Archival (Permanent retention)
PUBLICATIONS--DEVELOPMENT
Records relating to the design, creation, and revision of University-created publications. Includes, but is not limited to:
- Job descriptions/specifications/design records
- Sample job products/proofs/samples
Excludes printing master and source materials covered by GS 15007 (Photographs, Graphics and Visual Resources).
Department* Retain until
no longer needed,
then destroy.
GS 15009
TRAINING AND DEVELOPMENT FILES (STATE EMPLOYEES, CONTRACTORS, AND CUSTOMERS)
A record of presentation or course material developed and gathered for use in training for state (University) employees, contractors and customers. May include reference material, outlines, handouts, notes, evaluations, overheads, videos, computerized presentations and related documentation.
For WSU purposes, this series includes evaluations, evaluation summaries, and development materials for training courses provided by Human Resource Services (HRS).
Human Resource Services*
OR
Department*
Retain for 1 year after
admin. purpose served,
then destroy.
GS 22004
TRAINING FILES--GENERAL PUBLIC
Information used to conduct training or orientation sessions, or to provide information to the University's public customers. May include: training announcements, registration information, reference material, outlines, handouts, notes, evaluations, videos, presentation material, and trainings given to special client and stakeholder groups. NOTE: This series does not apply to any training that maintains or results in the issuance of a required certificate or license..
Department* Retain until
superseded or obsolete,
then destroy.
GS 05007
UNIVERSITY CONFERENCES AND SEMINARS
A record of information used to organize and conduct conferences, seminars, and similar events. May include preparation material, registration, and confirmation records, flyers and/or brochures, presentation material, and other related documentation.
NOTE: This series is relevant to conferences that the University presents, not conferences conducted by another agency, nor does it include training where a certificate is provided. This series does not include fiscal records or conferences which are grant- or contract-funded.
Department* Retain for 3 years after
end of event,
then destroy.
GS 22005