RECORDS
90.01
Revised 6-09
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
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* |
18th birthday |
3 yrs + |
98-06-58499 |
|
| 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* |
termination of activity |
3 yrs + |
98-06-58498 |
|
| 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* |
claim resolved |
3 yrs + |
98-06-58500 |
|
| 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. |
Department* |
response to request |
1 yr |
GS 05002 |
|
| NEWSLETTERS AND BULLETINS, INTERNAL AND EXTERNAL Internal and external newsletters and bulletins designed to provide information about University activities. |
Department* |
activity |
2 yrs |
GS 05004 |
Archival |
| 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* |
disposal of image or recording |
6 yrs |
WSU--GS 11 |
Potential University Archives |
| 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* |
disposal of image or recording |
6 yrs |
WSU--GS 11 |
Potential University Archives |
| PRESS RELEASES Press or news releases issued by the University to the media to inform the public about events, activities and accomplishments. |
Department* |
date of issue |
2 yrs |
GS 05003 |
Archival |
| PUBLICATIONS, STATE GOVERNMENT, UNIVERSITY COPY Publications created by the University which may include manuals, brochures, schedules, and reports regardless of media and made available to other agencies or the public. Publications may be related to the agency producing the document (WSU), a specific program within the University, or to the State of Washington. NOTE: State agencies are required to submit to the Washington State Library at least two copies of each print publication which is intended for general dissemination of state agencies or the public. When the publication is produced in electronic format the University need only provide one copy to the Library. If the publication is produced in both print and electronic format, the University must provide two print copies and one electronic copy. Also, the University is required annually to provide a list of all publications provided to state government or the public during the preceding year. See RCW 40.06.030. Print copies can be sent to PO Box 42460, Olympia, WA 98504-2460. For further information call 360-704-5265. |
Department* |
date of publication |
6 yrs |
GS 15008 |
Possibly Archival |
| 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 employees, contractors and customers. May include reference material, outlines, handouts, notes, evaluations, overheads, videos, computerized presentations and related documentation. |
Department* |
admin purpose served |
1 yr |
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 results in the issuance of a required certificate or license. |
Department* |
until superseded or obsolete |
0 |
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 certficate is provided. This series does not include fiscal records or conferences which are grant- or contract-funded. |
Department* |
end of event |
3 yrs |
GS 22005 |
|