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:
Records Management Files

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Title
Records Management Files

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
CONVERSION PROCESS--ARCHIVAL RECORDS
Records documenting the process of converting the University's archival public records from one form to another where not captured in the metadata of the converted records. Includes, but is not limited to, migration of digital records (e.g., mapping schemas, testing reports); digitization of paper-based records (e.g., tests, inspection results);
microfilming of digital and/or paper-based records (e.g., arrangement of originals, guide sheets); and transfer of magnetic recordings.
Note: The source records are covered by GS 11014 (Source Recs--Imaged (Archival)) or GS 11012 (Source Recs--Imaged (Nonarchival).
Department* Retain until
converted (e.g., imaged) archival records are
transferred to Archives,
then
Transfer process records to Archives for appraisal and selective retention.
GS 11011
Rev. 1
Archival
(appraisal required)
DESTRUCTION OF PUBLIC RECORDS
Records relating to the destruction of the University s public records. Includes, but is not limited to:
- Destruction logs
- Affidavits
- University authorizations
- Certificates/Notices of destruction
Department* Retain for
life of the University,
then destroy.
GS 11005
Rev. 1
Essential
FORMS INVENTORY FILES
Inventories of stocks of forms on hand.
Department* Retain until
superseded or obsolete,
then destroy.
GS 12003
FORMS--ACCOUNTABLE
Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets, and licenses.
(Includes the WSU Receipt and the WSU Invoice.)
Department* Retain for 6 years after
end of fiscal year,
then destroy.
GS 12004
FORMS--DEVELOPMENT
Records relating to the design, creation, and revision of agency created forms. Includes, but is not limited to:
- Job descriptions/specifications/design records
- Sample job products/proofs/samples
Department* Retain until
no longer needed,
then destroy.
GS 12001
Rev. 1

RECORDS CONTROL
Records relating to the physical and intellectual control of the University's records, including, but not limited to:
- Essential records lists
- Files classifications schemes/guidelines
- Inventories
- Records center transmittals/retrievals
- Master indexes, lists, registers, tracking systems, databases, and other finding aids used to access public records designated as nonarchival. (For WSU purposes, series includes Schedules--Master Control.)
Excludes records documenting the transfer of legal custody covered by GS 11001 (Transfer of Legal Custody).
Excludes records documenting the destruction of public records covered by GS 11005 (Destruction of Public Records).
Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as archival should be retained with the records and transferred to University Archives.

Department* Retain until
no longer needed,
then destroy.
GS 11009
Rev. 1

RETENTION AND DISPOSITION AUTHORIZATION
Records relating to the retention of the University s records in accordance with Chapter 40.14 RCW. Includes, but is not limited to internal working guides abstracted from approved records retention schedules; and University s copies of records retention schedules approved by the State Records Committee in accordance with Chapter 40.14 RCW, provided that the original is retained by the State Records Committee.
Procedures, Records, and Forms*


Retain until
no longer needed,
then destroy.

GS 11003
Rev. 1



Department
(secondary copy)
Retain until
no longer needed,
then destroy.
Secondary copy under GS 11003
Rev. 1
SOURCE RECORDS IMAGED (ARCHIVAL)
Archival source records which have been imaged using either of the following processes:
- Digitized in accordance with a valid electronic imaging system approved by Washington State Archives in accordance with WAC
434-663 (see BPPM 90.21 for information on obtaining approval for an imaging system); or,
- Microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm;
And, provided that the converted records are retained in accordance with a current approved records retention schedule.
Department* Retain until
imaged and verified,
then
Transfer to Archives for appraisal and selective retention.
GS 11014 Archival
(appraisal required)
SOURCE RECORDS IMAGED (NONARCHIVAL)
Nonarchival source records which have been imaged using either of the following processes:
- Digitized in accordance with a valid electronic imaging system approved by Washington State Archives in accordance with WAC
434-663 (see BPPM 90.21 for information on obtaining approval for
an imaging system); or,
Microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm;
And, provided that the converted records are retained in accordance with a current approved records retention schedule.
Department* Retain until
imaged and verified,
then destroy.
GS 11012
Rev. 1

SOURCE RECORDS MIGRATED
Non paper based source records which have been migrated to another non-paper-based format such as:
Digital records which are migrated to another digital format;
Magnetic records (e.g., VHS, cassette tapes, reel to reel, 8-track tapes) which are migrated to another magnetic or a digital format;
And, provided that the converted records are retained in accordance with a current approved records retention schedule. Excludes paper- and film-based source records covered by GS 11014 (Source Recs--Imaged (Archival) or GS 11012 (Source Recs--Imaged (Nonarchival).
Department* Retain until
converted and verified,
then destroy.
GS 11015
TRANSFER OF LEGAL CUSTODY
Records relating to the transfer of the agency s legal custody of its public records under one of the following circumstances:
Transfer of Archival records to Washington State Archives;
Lawful transfer to another government entity (other state agency, local government agency, etc.)
Department* Retain for
life of the University,
then destroy.
GS 11001
Rev.1
Essential