Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-17
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Public Affairs and Public Disclosure Records

PDF link

Public Affairs and Public Disclosure Records
Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks

ADVERTISING AND PROMOTION
Records relating to the planning and/or execution of advertising and promotional activities conducted by the University to promote the University's mission or business. Includes, but is not limited to:

  • Marketing plans/strategies;
  • Records relating to the development of advertising campaigns/materials (such as original artwork, designs, storyboards, etc.);
  • Samples of advertising materials (regardless of format);
  • Records relating to the evaluation of campaigns/strategies;
  • Records relating to the design/selection of University branding (such as logos, mottos, slogans, etc.);
  • Related correspondence/communications.

Excludes:

  • Advertising materials covered by State Publications (DAN GS 15008);
  • Financial records covered by Financial Transactions -- General (DAN GS 01001; see Acct/Fiscal Recs table);
  • Intellectual property ownership records covered by Acquisition and Disposal -- Assets (Other than Real Property) (DAN GS 21001; see Property Recs table).

Department*

Retain until
no longer needed for University business,
then
Transfer to Archives for appraisal and selective retention.

GS 05006
Rev. 1

Archival
(appraisal required)

Department
(reference copy)

Retain until
admin purpose served,
then destroy.

Secondary copy
under GS 05006
Rev.1

 

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

CELEBRATIONS/CEREMONIES/EVENTS -- ROUTINE
Records relating to the University's involvement in routine celebrations/ceremonies/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.). Includes, but is not limited to:

  • Photographs, audio/visual recordings; etc.;
  • Websites, social media sites, etc.;
  • Planning and coordination records.

Excludes records covered by:

  • Advertising and Promotion (DAN GS 05006);
  • Celebrations/Ceremonies/Events -- Significant (DAN GS 05009);
  • Financial Transactions -- General (DAN GS 01001; see Acct/Fiscal Recs table).

Department*

Retain until
no longer needed for
University business,
then destroy.

GS 05008

 

Department
(reference copy)

Retain until
admin purpose served,
then destroy.

Secondary copy under GS 05008

CELEBRATIONS/CEREMONIES/EVENTS -- SIGNIFICANT
Records relating to the University's involvement in celebrations/ceremonies/events of particular significance to the University and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, etc.). Includes, but is not limited to:

  • Programs, lists of VIPs in attendance, etc.;
  • Photographs, audio/visual recordings, transcripts of speeches;
  • Samples/designs of logos, commemorative items;
  • Websites, social media sites, etc.;
  • Planning and coordination records.

Excludes records covered by:

  • Advertising and Promotion (DAN GS 05006);
  • Celebrations/Ceremonies/Events -- Significant (DAN GS 05009);
  • Financial Transactions -- General (DAN GS 01001; see Acct/Fiscal Recs table).

Department*

Retain until
no longer needed for University business,
then
Transfer to Archives for appraisal and selective retention.

GS 05009

Archival
(appraisal required)

Department
(reference copy)

Retain until
admin purpose served,
then destroy.

Secondary copy
under GS 05009

 

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 for University business,
then destroy.

GS 50004

 

MEDIA RELEASES AND COVERAGE
Records relating to the University's communications with the media and coverage in the media of the University's activities and accomplishments. Includes, but is not limited to:

  • Press or news releases issued by the University to the media for distribution;

  • Audio/visual recordings/transcripts of press conferences, speeches, etc., by the University President or senior executives;

    • Copies of guest editorials written by the University President;
    • Copies of news clippings/media coverage of the University's activities (if compiled by the University).

    Excludes information distributed through the University's website/social media channels and correspondence/ communications with the media covered by Provision of Advice, Assistance or Information (DAN GS 09022; see Admin-Gen Office Recs table).

  • Department*

    Retain for 2 years after
    end of calendar year,
    then
    Transfer to Archives for appraisal and selective retention.

    GS 05003
    Rev. 1

    Archival
    (appraisal required)

    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
    Rev. 1

     

    ONLINE CONTENT MANAGEMENT
    Records documenting the publishing/changing of the University's online (internet and intranet) content.

    Includes, but is not limited to:

    • Requests/approvals to upload/update/remove content;
    • Confirmation of content upload/update/removal;
    • Point-in-time record of webpage/site (screenshot, snapshot, site map).

    Note: All published content consists of individual records which have their own separate retention requirements. Each of these records must be retained for the current approved minimum retention period(s) according to their applicable records series.

    Department*

    Retain for 1 year after
    online content removed,
    then destroy.

    GS 15010
    Rev. 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)

    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:

    • Records that are the subject of the public records request (which must be retained in accordance with the applicable records series);
    • Records covered by Provision of Advice, Assistance or Information (DAN GS 09022; see Admin-Gen Office Recs table).

    Public Records Office*

    Retain for 2 years after
    public records request fulfilled,
    then destroy

    GS 05001
    Rev. 2

     


    Department
    (reference copy)


    Retain until
    admin. purpose served,
    then destroy.


    Secondary copy
    under GS 05001
    Rev. 2

    PUBLICATIONS–DEVELOPMENT
    Records relating to the drafting, development, design and production of University-created publications.

    Includes, but is not limited to:

    • Job descriptions/specifications/design records
    • Sample job products/proofs/samples
    • Articles submitted for inclusion (including those not used);
    • Related correspondence/communications.

    Excludes final publication covered by State Publications (DAN GS 15008).

    Department*

    Retain until
    no longer needed for University business,
    then destroy.

    GS 15009
    Rev. 1

     

    STAKEHOLDER GROUP RELATIONS
    Records relating to developing and maintaining cooperative working relationships with stakeholder groups (such as community groups, government agency associations/ taskforces/committees, professional associations, etc.) where not covered by a more specific records series. Includes, but is not limited to:

    • Copies of agendas/minutes/conference proceedings;
    • Newsletters/notices of stakeholder groups’ activities;
    • Nonfinancial records relating to corporate memberships with external organizations;
    • Related correspondence/communications.

    Excludes records:

    • Covered by Contact Information (DAN GS 50007; see Admin-Gen Office Recs table);
    • Documenting the payment of membership dues/fees covered by Financial Transactions -- General (DAN GS 01001; see Acct/Fiscal Recs table).

    Department*

    Retain for 2 years after
    end of calendar year,
    then destroy.

    GS 05010

     

    Department
    (reference copy)

    Retain until
    admin purpose served,
    then destroy.

    Secondary copy under GS 05010

    STATE PUBLICATIONS
    State publications (as defined in RCW 40.06.010(4)), regardless of format, published by the University and intended for distribution to state government, the public, or the legislature.
    Includes, but is not limited to:

    • Annual reports and other reports, manuals, brochures
    • Newsletters, magazines, journals, periodicals
    • Audio/video films/presentations.

    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. 2

    Upon publication, transfer two copies of printed format publications and/or one copy of electronic publications to WA State Library

    Archival (Permanent retention)

    STATE PUBLICATIONS -- TRANSFERS TO LIBRARY (UNIVERSITY COMPLIANCE RECORDS)
    Records relating to the transfer/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW.

    Includes, but is not limited to:

    • Records documenting the deposit of University publications;
    • Annual lists of University publications submitted to Washington State Library in accordance with RCW 40.06.030(2);
    • Exemptions from deposit requirements received by the University from the State Librarian in accordance with RCW 40.06.030(3);
    • Related correspondence/communications.

    Department*

    Retain for 6 years after
    end of calendar year,
    then destroy.

    GS 15011

     

    TRAINING -- ARRANGEMENTS
    Records relating to the administrative arrangements of University-provided training courses, seminars and workshops. Includes, but is not limited to:

    • Training date and place scheduling records;
    • Training availability announcements and notices;
    • Participant registration;
    • Arrangement of catering, facilities and equipment.

    Excludes records covered by:

    Department*

    Retain until
    no longer needed for
    University business,
    then destroy.

    GS 22001
    Rev. 1

     

    TRAINING -- DEVELOPMENT
    Records relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc.

    Excludes records covered by:

    • Training -- General (DAN GS 22007);
    • Training -- Mandatory or Certification/Hours/Credit Provided (DAN GS 22008).

    Department*

    Retain until
    training no longer provided by the University,
    then destroy.

    GS 22006

     

    TRAINING -- GENERAL
    Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:

    • Training is not required by federal, state or local statute and/or the employer;
    • Qualifications/credentials/licenses are not earned;
    • Continuing education hours/credits/points are not awarded.

    Includes, but is not limited to:

    • Copies of materials presented (PowerPoint slide deck, handouts, etc.);
    • Attendee lists/sign-in sheets documenting who attended;
    • Tests administered and results;
    • Course/seminar/workshop evaluation feedback/surveys.

    Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003; see Payroll/Personnel Recs table).

    Department*

    Retain for 3 years after
    training provided,
    then destroy.

    GS 22007

     

    TRAINING -- MANDATORY OR CERTIFICATION/HOURS/CREDIT PROVIDED
    Records documenting training courses, seminars, workshops, etc. provided by the University (including through contracted trainers) to University employees, contractors, customers/clients or the public where either:

    • Training is required by federal, state or local statute and/or the employer;
    • Qualifications/credentials/licenses may be earned;
    • Continuing education hours/credits/points are awarded.

    Includes, but is not limited to:

    • Copies of materials presented (PowerPoint slide deck, handouts, etc.);
    • Attendee lists/sign-in sheets documenting who attended;
    • Tests administered and results;
    • Course/seminar/workshop evaluation feedback/surveys;
    • Certification/hours/credits/points awarded.

    Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003; see Payroll/Personnel Recs table).

    Department*

    Retain for 6 years after
    training provided,
    then destroy.

    GS 22008