Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-17
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Security Records

PDF link

Security Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks

AUTHORIZATION -- BUILDING/FACILITY ACCESS
Records documenting the authorization of access for employees (including contractors and volunteers) to University buildings and facilities.

Includes, but is not limited to: .

  • Requests and approvals for access and permissions;
  • Assignment of security identification badges, building/card keys, access codes, etc.

Excludes records covered by Entry/Exit Logs -- Facilities (DAN GS 25007).

Department*

Retain for 6 years after
termination of access,
then destroy.

GS 25001
Rev. 1

Essential

EMERGENCY/DISASTER PREPAREDNESS -- CONTACT INFORMATION
Personal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster. Includes, but is not limited to:

  • Personal contact information (cell/home phone, email address, etc.);
  • Medical information (provider name, blood type, allergies, ADA requirements, etc.).

Department*

Retain until
obsolete or superseded,
then destroy.

GS 25004

Essential

EMERGENCY/DISASTER PREPAREDNESS -- MINOR/ROUTINE
Records relating to the University's response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the University manages the recovery with minimal assistance and/or disruption to normal University operations.

Department*

Retain for 6 years after
matter resolved/recovery complete,
then destroy.

GS 25005

 

EMERGENCY/DISASTER PREPAREDNESS – SIGNIFICANT
Records relating to the University's response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the University deploys nonroutine procedures, mobilizes special resources, requires significant outside assistance and/or where normal University operations are suspended or significantly disrupted.

Department*

Retain for 6 years after
matter resolved/
recovery complete,
then
Transfer to Archives for appraisal and selective retention.

GS 25006

Archival
(appraisal required)

EMERGENCY/DISASTER PREPAREDNESS AND RECOVERY PLANS
Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the University's operations and assets. Includes, but is not limited to employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567.

Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080).

For WSU purposes: 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 for 3 years after
obsolete or superseded,
then destroy.

GS 14010
Rev. 2

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. 2

 

ENTRY/EXIT LOGS – FACILITIES
Records documenting the entry and exit of staff, contractors, volunteers and visitors to University facilities (including secure areas) where not covered by a more specific records series. Includes, but is not limited to:

  • Keycard transaction logs;
  • Secure area logs (such as safe logs);
  • Visitor books/logs.

Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008).

Department*

Retain for 6 years after
end of fiscal year,
then destroy.

GS 25007

 

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 INCIDENTS AND DATA/PRIVACY BREACHES
Records documenting security incidents, data/privacy breaches, responses and investigations relating to University facilities, vehicles, equipment, supplies, information, etc. Includes, but is not limited to:

  • Incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.);
  • Notification documentation;
  • Reports to law enforcement agencies, University management, regulating authority, etc.;
  • Records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.);
  • Records documenting corrective action taken;
  • Records documenting decision not to proceed with investigation/notification;
  • Related correspondence/communications.

Department*

Retain for 6 years after
matter resolved,
then destroy.

GS 25008

 

SECURITY MONITORING -- NO INCIDENT
Records relating to the routine security monitoring of the University's infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to:

  • Alarm reports;
  • Audio/visual recordings (digital or analog);
  • Security patrol logs.

Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008).

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 after
date record created
OR
until determined that no security incident has occurred,
whichever is sooner,
then destroy.

GS 25003
Rev. 1