Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
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)

Cutoff

Retention
Period

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*
18th birthday 3 yrs +
60 days
98-06-58499
revision 2
 
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 +
60 days
98-06-58498
revision 2
 
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 +
60 days
98-06-58500
revision 2
 
GENERAL INFORMATION FROM EXTERNAL SOURCES
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, multimedia presentations (e.g., videos, CDs); informational copies, notices, bulletins, newsletters, announcements; and unsolicited information (e.g., junk mail, spam, advertisements).
Department* no longer needed 0 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.
Department*
response to request 1 yr GS 05002  
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 11-12-63650 Potential University Archives
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
OR
minor reaches age 18, whichever occurs last
6 yrs 11-12-63651 Potential University Archives
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*
admin purpose served 0 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* date of issue 2 yrs GS 05003 Archival
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: General Information Received From External Sources.
Excludes source materials 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* date of publication 0 GS 15008 Upon publication, transfer one copy to WA State Library

Archival
(appraisal required)
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