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:
Security Records

PDF link

Title
Security Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
BUILDING ACCESS DOCUMENTATION
Documentation of individual security identification and building access privileges. May include requests and authorizations for the issuance of identification badges and key cards to employees, contractors, and volunteers.
Department* Retain for 6 years after
termination of access,
then destroy.
GS 25001
DISASTER PREPAREDNESS AND RECOVERY PLANS
Records relating to the protection and reestablishment of the University in the case of a disaster.
NOTE: The department sends a copy of the documentation to the campus police or security department OR the local police/fire department and the Emergency Management Office.
Department*


Retain until superseded,
then destroy.

GS 14010
Rev. 1

Essential
Campus Police or Security
OR
Local Police/Fire Dept.;
Emergency Management Office
(secondary copies)
Retain until superseded,
then destroy.
Secondary copy under GS 14010
Rev. 1
KEY ASSIGNMENT RECORD (WSU 1210)
Provides a record of all keys assigned to an individual.
Department* Retain for 1 year after
termination of employment,
then destroy.
11-12-63615
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63615
KEY ROSTER (WSU 1264)
Provides a record of all key holders assigned a specific key.
Department* Retain for 1 year after
key removed from service,
then destroy.
11-12-63616
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63616
SECURITY RECORDINGS
Security recordings of University facilities and grounds. May include both video and digital recordings.

Note: As with all public records, security recordings must be retained until final resolution of the case if they are requested or used in litigation.
Department* Retain for 30 days from date of recording,
then destroy.
GS 25003