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:
Records Management Files

PDF link

Title
Records Management Files

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

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 or GS 11011 (see below).

Department*

converted (e.g., imaged) archival records transferred to University Archives

0

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*

life of the University

0

GS 11005
Rev. 1

Essential

FORMS--ACCOUNTABLE
Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets, and licenses. (Includes the WSU Receipt and the WSU Invoice.)

Department*

fiscal year

6 yrs

GS 12004

 

RECORDS CONTROL
Records relating to the physical and intellectual control of the University's records, including, but not limited to:
- Essential records lists;
- Files classification 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.
Excludes records documenting the destruction of public records covered by GS 11005 (see above). 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*

no longer needed

0

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*

Department

until no longer needed

0

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*

imaged and verified

0

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*

imaged and verified

0

GS 11012
Rev. 1

 

SOURCE RECORDS--MIGRATED
Non-paper-based source records which have been migrated to another non-paperā€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 or GS 11012 (see above).

Department*

converted and verified

0

GS 11015
Rev. 1

 

TRANSFER OF LEGAL CUSTODY
Records relating to the lawful transfer of the University's legal custody of its public records to another government entity (e.g., other state agency, local government agency).

Department*

life of the University

0

GS 11001
Rev. 1

Essential