Retention Schedule

The pdf of Eastern Washington University Records Retention Schedule (EWURRS) and State Government General Records Retention Schedule (SGGRRS) are available for download. Records that every state agency would have are located in the SGGRRS. Records that are specific to EWU are located in the EWURRS.

The online retention below is still in development, but feel free to use what is available. Any feedback is greatly appreciated while in development.

Record SeriesDept.SectionExamples / Keyword(s)Generated byEssentialArchival

Academic and Career Advising – Current Students


Records documenting advice and other services provided to students to assist them in the processes of identifying a major or graduate program, monitoring progress toward graduation, or to assist them in career planning.

DAN: 87-03-39547
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
Student and Campus Services - AdvisingIntake information, e.g., dates that services were provided;
Advisor notes;
Elective approval forms;
Assessments and other tools administered to identify an individual student’s interests and areas of expertise, e.g., the Strong Interest Inventory;
Related correspondence/communications
EWU

Academic Appeals/Grievances


Records documenting a student’s appeal of a grade, or other student grievance mediated within the department, school or college.

DAN: 95-07-55713
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
Teaching and Learning - Assessment/EvaluationEWU

Academic Forgiveness


Records documenting individual students’ petitions to Records and Registration to use only recent academic performance in calculating grade point average.

DAN: 17-12-69134
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
Teaching and Learning - Assessment/EvaluationEWU

Accidents – Vehicles/Vessels


Records relating to accidents involving agency vehicles and vessels and any subsequent inquiries/investigations.

DAN: GS 16010
Cutoff: After matter resolved
Retention: 3 Years
Disposition: Shred or Delete
Asset Management - Operations and UseVehicle Accident Report Form (State Form 137) or agency equivalent;
Related correspondence/communications.
General State

Accidents/Incidents – No Claim Filed (Age 18 and Older)


Records relating to accidents/incidents involving individual(s) age 18 and older, and where claims for damages are not filed. Excludes accidents and incidents involving hazardous materials.

DAN: GS 18008
Cutoff: After date of incident
Retention: 3 Years
Disposition: Shred or Delete
Agency Administration and Management - Risk Management and Disaster Preparedness/ResponseReports and investigations.General State

Accidents/Incidents – No Claim Filed (Under Age 18)


Records relating to accidents/incidents involving individual(s) younger than age 18, and where claims for damages are not filed. Excludes accidents and incidents involving hazardous materials.

DAN: GS 18007
Cutoff: After individual reaches age 18
Retention: 3 Years
Disposition: Shred or Delete
Agency Administration and Management - Risk Management and Disaster Preparedness/ResponseReports and investigations.General State

Accreditation Documentation


Statistical, descriptive and evaluative materials necessary for a program, college or school to achieve and maintain accreditation with the professional association which sets the standards for that particular discipline (e.g., Professional Educator Standards Board (PESB) and National Council for Accreditation of Teacher Education (NCATE)).

DAN: 92-09-51287
Cutoff: After end of accreditation or until superseded
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Teaching and Learning - AccreditationEWUEssentialArchival

Acquisition and Disposal – Assets (Other than Real Property)


Records relating to the acquisition and disposal of assets other than real property (such as equipment, intellectual property, vehicles, vessels, etc.).

DAN: GS 21001
Cutoff: After disposal of asset
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Acquisition and DisposalPurchase orders;
Surplus property disposition records;
Registration of intellectual property rights;
Vehicle/vessel titles or copy of title if original is transferred to new owner/Department of Licensing;
Related correspondence/communications.
General State

Acquisition and Disposal – Real Property/Land/Water Rights


Records relating to the acquisition and disposal of real property/land and water rights by state agencies through purchase/sale, condemnation, escheatment or donation.

DAN: GS 24004
Cutoff: After disposal of asset
Retention: 10 Years
Disposition: Transfer to University Archives for appraisal
Asset Management - Acquisition and DisposalContracts/agreements;
Planning reports, studies, etc., regarding the acquisition/disposal;
Conveyance documentation (title searches, deeds, patents, etc.);
Related correspondence/communications.
General StateArchival

Admissions Applications – Enrolled


Records documenting the admissions process for all applicants who are accepted and ultimately enroll at the University.

DAN: 74-07-05577
Cutoff:  After graduation or date of last attendance
Retention:  6 Years
Disposition: Shred or Destroy
Student Administration - AdmissionsMatriculated and non-matriculated students;
Domestic and international students;
Undergraduate, post-baccalaureate, and graduate-level programs;
Other programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets;
Copies of high school, college, and/or military transcripts;
Test scores submitted as part of the admissions process;
Financial statements and/or sponsor letter (for international students);
Transfer credit evaluations;
Related correspondence/communications.
EWU

Admissions Applications – Not Accepted, Not Enrolled, or Application Incomplete


Records documenting the admissions process for all applicants who are denied admission to the University, were accepted but did not enroll, or never completed the application process.

DAN: 99-05-59099
Cutoff: After beginning of academic quarter for which applied or last submission
Retention: 2 Years
Disposition: Shred or Destroy
Student Administration - AdmissionsMatriculated and non-matriculated students;
Domestic and international students;
Undergraduate, post-baccalaureate, and graduate-level programs;
Other programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets;
Copies of high school, college, and/or military transcripts;
Test scores submitted as part of the admissions process;
Financial statements and/or sponsor letter (for international students);
Transfer credit evaluations;
Related correspondence/communications.
EWU

Advertising and Promotion


Records relating to the planning and/or execution of advertising and promotional activities conducted by the agency to promote the agency’s mission or business.

DAN: GS 05006
Retention: Until no longer needed
Disposition: Transfer to University Archives for appraisal
Agency Administration and Management - Community and External RelationsMarketing plans/strategies;
Records relating to the development of advertising campaigns/materials (such as original artwork, designs, storyboards, etc.);
Samples of advertising materials (regardless of format);
Records relating to the evaluation of campaigns/strategies;
Records relating to the design/selection of agency branding (such as logos, mottos, slogans, etc.);
Related correspondence/communications.
General StateArchival

Advisory Body Records


Records documenting the actions, meetings and membership of boards, commissions, committees, councils, task forces, etc., that are created to act strictly in an advisory capacity to the agency and have no final decision-making powers. Also includes interagency/national/external advisory bodies for which the agency acts as secretary/keeper of the official records.

DAN: GS 10015
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Agency Administration and Management - Meetings and Board/Committee SupportAgendas, meeting/agenda packets (briefs, reference materials, etc.);
Speaker sign-up, written testimony;
Audio/visual recordings and transcripts of proceedings;
Minutes;
Reports/correspondence/communications sent/received on behalf of the body;
Appointment, reappointment and termination correspondence/communications;
Selected images/photographs showing the committee membership at particular points in time (such as board/committee portraits, etc.) and/or significant stages of the board/committee’s life.
General StateArchival

Agency Release and Waiver/Notice of Consent to Exercise Peace Officer Power


Authorization from various state law enforcement agencies giving the EWU Police Department consent to exercise peace officer powers within their jurisdiction. New consent forms are sent when a new chief is hired and are valid throughout their tenure unless otherwise indicated.

DAN: 17-12-69135
Cutoff: After superseded or new chief is hired
Retention: 6 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesEWUEssential

Agency-Generated Forms and Publications – Copies


Blank forms and duplicate copies of publications, provided the agency retains the primary record in accordance with the current approved minimum retention period and that the forms are not required for audit or accountability purposes.

DAN: GS 50003
Retention: Until no longer needed
Disposition: Shred or Delete
TransitoryReports, catalogs, brochures, calendars, posters;
Multi-media presentations (videos, CDs, etc.).
General State

Allotment Management and Budget Development


Records relating to the development of agency budget proposals and the management of allotments.

DAN: GS 01040
Cutoff: After end of biennium
Retention: 6 Years
Disposition: Shred or Delete
Financial Management - BudgetingAllotment submittals;
Budget proposals/decision packages;
Legislative notes;
Supporting/backup documentation;
Related correspondence/communications.
General StateEssential

Annual Crime Report Documentation


Records documenting the agency’s compliance with the requirements of 20 USC § 1092(f), the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (also known as the Clery Act).

DAN: 17-12-69136
Cutoff: After end of calendar year
Retention: 7 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesRequired reports, e.g., Annual Security Report (ASR) and fire report;
Public crime log;
Documentation of timely warnings and emergency notifications.
EWU

Applications/Resumes – Unsolicited


Records relating to unsolicited requests for job consideration and employment inquiries.

Note: Retention based on 2-year requirement in 29 CFR § 1602.31.

DAN: GS 03022
Cutoff: After received
Retention: 2 Years
Disposition: Shred or Delete
Human Resource Management - Recruitment/HiringUnsolicited job applications/resumes received;
General prospective employment inquiries.
General State

Applications/Systems – Implementation Projects


Records relating to the implementation of the agency’s computer software applications, databases and websites (internet and intranet).

DAN: GS 14037
Cutoff:  After end of project
Retention:  6 Years
Disposition: Shred or Delete
Asset Management - Information ServicesGeneral State

Applications/Systems – Technical Design


Records relating to the technical design of the agency’s computer software applications, databases and websites (internet and intranet).

DAN: GS 14001
Retention: Until application or version is no longer needed for agency business and all records within the application have been migrated/deleted/ transferred in accordance with a current approved records retention schedule
Disposition: Shred or Delete
Asset Management - Information ServicesDesign documentation/detail;
Database schema and dictionaries;
Source code;
System and program change descriptions/authorizations;
Development plans (for testing, training, conversion and acceptance);
Release notes;
Operational and user instructions;
Acceptance testing.
General StateEssential

Athlete Medical History


Records documenting the medical and treatment history for each student athlete.

DAN: 17-12-69137
Cutoff: After no longer eligible
Retention: 7 Years
Disposition: Shred or Delete
AthleticsStudent and Campus Services - AthleticsMedical/Treatment documentation and/or reports;
Physical form;
Injury/illness report forms;
Progress notes;
Rehabilitation logs;
Waivers;
EWU letter informing student athletes of physical and insurance policy requirements;
Consent forms for medical procedures and acknowledgment of potential injury.
EWU

Athlete Medical Insurance Claims


Records documenting claims for reimbursement of medical bills for student athletes.

DAN: 91-09-48149
Cutoff: After claim closed
Retention: 6 Years
Disposition: Shred or Delete
AthleticsStudent and Campus Services - AthleticsClaims through the National Association of Collegiate Directors of Athletics (NACDA) excess insurance programs;
Claims through the NCAA Catastrophic Insurance Program;
Medical bills;
Medical expense logs;
HIPAA documentation.
EWU

Athlete Recognition


Provides a record of athletes whose performance is worthy of note or who have received special recognition.

DAN: 17-12-69138
Cutoff: After end of season
Retention: 6 Years
Disposition: Shred or Delete
AthleticsStudent and Campus Services - AthleticsList of recipients lettering in sports;
Awards;
Media coverage;
Related correspondence/communications.
EWU

Attendance and Leave Records


Records relating to employee requests and approvals of attendance and leave. Note: Time cards or time sheets that are required for retirement verification prior to the use of HRMS are to be retained under Retirement Verification (DAN GS 03032).

DAN: GS 03030
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - Attendance and LeaveAnnual and sick leave, personal and contractual holidays;
Compensatory, exchange or overtime earned;
Requests/approvals/denials for any form of leave (including leave without pay);
Approvals and designations;
Leave donation documentation;
Returned/unused leave administration;
Time cards and time sheets, etc., documenting hours worked (including overtime).
General State

Audit Trails and System Usage Monitoring


Records documenting the use of the agency’s information technology and communication systems to ensure security and appropriate use.

DAN: GS 14020
Cutoff: After date of activity
Retention: 1 Year
Disposition: Shred or Delete
Asset Management - Information ServicesAudit trails;
Authorizations for and modifications to the configurations and settings of the agency’s IT infrastructure (such as firewalls, routers, ports, network servers, etc.);
Log-in records, security logs and system usage files;
Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.);
Fax and telephone logs
General State

Authorization – Building/Facility Access


Records documenting the authorization of access for employees (including contractors and volunteers) to agency buildings and facilities.

DAN: GS 25001
Cutoff: After termination of access
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - SecurityRequests and approvals for access and permissions;
Assignment of security identification badges, building/card keys, access codes, etc.
General StateEssential

Authorization – Systems/Telecommunications Access


Records documenting the authorization of employees (including contractors and volunteers) to use agency systems/applications and telecommunication services.

DAN: GS 14012
Cutoff: After end of fiscal year in which user account/access was terminated
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Information ServicesUser account creation/change requests;
Network access authorization requests;
Related correspondence/communications.
General StateEssential

Authorization to Use Personal Equipment/Devices for Work Purposes


Records relating to the agency granting approval for employees to use their personally- owned equipment/devices, known as BYOD – Bring Your Own Device (such as laptops, phones, tablets, furniture, weapons, vehicles, etc.) for work-related purposes.

DAN: GS 03047
Cutoff: After approval superseded/ terminated/request denied
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - Authorization/CertificationRequests from employees;
Approvals (including conditions of use);
Revocation of approvals.
General State

Authorizations/Certifications – Assets


Records relating to licenses, permits, accreditations, certifications, inspections, and other authorizations acquired by the agency in relation to its assets from regulating authorities (local, state, federal agencies and/or courts), where not covered by a more specific records series.

DAN: GS 21013
Cutoff: After authorization expired/ superseded/terminated
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Authorization/CertificationApplication/filing and confirmation;
Records relating to violations/corrections;
Reports;
Related correspondence/communications.
General State

Authorizations/Certifications – Human Resources (General)


Records relating to licenses, permits, accreditations, certifications and other authorizations (such as driver’s licenses, etc.) acquired by state government agency employees in certain positions (including contractors and volunteers) that are either required by or received from regulating authorities (such as local, state or federal agencies and/or court order/rule), where not covered by a more specific records series.

DAN: GS 03046
Cutoff: After authorization/certification superseded or terminated or separation from agency, whichever is sooner
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - Authorization/CertificationApplications/confirmations;
Reports;
Violations/corrections, etc.;
Related correspondence/communications.
General State

Automated/Scheduled Tasks and Work/Intermediate/Test Files


Records relating to scheduled, computer-driven tasks and other work/intermediate files.

DAN: GS 14015
Retention: Until no longer needed
Disposition: Recycle or Delete
Asset Management - Information ServicesEvent logs;
Run reports and requests;
Task schedules;
Test data sets;
Successful completion reports;
Valid transaction files;
Work/intermediate files.
General State

Backups for Disaster Preparedness/Recovery


Routine/cyclical backups of IT systems and data for the purposes of disaster preparedness and recovery.

DAN: GS 14011
Retention: Until no longer needed
Disposition: Shred or Delete
Asset Management - Information ServicesGeneral StateEssential

Banking – Accounts and Transactions


Records relating to the agency’s banking activities and documenting its banking transactions.

DAN: GS 01013
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Financial Management - Accounting and FiscalDeposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH), etc.);
Statements (bank, dividend, investment, etc.) and reconciliations;
Records documenting the status of and adjustments to accounts;
Checks and warrants issued by the agency (if returned by bank);
Checks returned by the bank due to non-sufficient funds (NSF).
General State

Banking – Deposited Items


Negotiable instruments received by the agency and deposited to the bank in a different format.

DAN: GS 01068
Cutoff: After date of deposit
Retention: 14 Days
Disposition: Shred or Delete
Financial Management - Accounting and FiscalOriginal paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption;
Images of checks/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)).
General State

Benefits Enrollment and Participation


Records relating to the enrollment and participation of employees in various benefit programs and packages offered to state employees such as health/disability/life insurance, deferred compensation, etc.

DAN: GS 03048
Cutoff: After date of separation from agency or withdrawal from participation, whichever is sooner
Retention: 6 Years
Disposition: Shred or Delete
BenefitsHuman Resource Management - BenefitsDeterminations of eligibility;
Applications for enrollment/participation;
Name, address, status and dependent modifications/changes.
General State

Bicycle Registration


Records documenting the registration of bicycles with University Police by their owners in order to deter theft and aid investigation in the event that a bicycle is stolen.

DAN: 17-12-69140
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesEWU

Bids and Proposals – Successful


Records relating to bids and proposals made by other parties to provide the agency with goods, services, revenue or other benefits, which are accepted by the agency.

DAN: GS 06004
Cutoff: After completion of purchase or fulfillment of contract
Retention: 6 Years
Disposition: Shred or Delete
Financial Management - Contracts and PurchasingRequest for proposal or bid (RFP), request for qualifications/quotations (RFQQ), specifications, etc.;
Notices (filed with newspaper, etc.);
Bid proposals, evaluation documents, statements of qualification, applications, etc.
General State

Bids and Proposals – Unsuccessful


Records relating to bids and proposals to provide the agency with goods, services, revenue or other benefits, which are not accepted by the agency. Includes bid proposals, evaluation documents, statements of qualification, applications (rental/lease), etc.

DAN: GS 06007
Cutoff: After bid award or cancellation date
Retention: 3 Years
Disposition: Shred or Delete
Financial Management - Contracts and PurchasingRequest for proposal or bid (RFP), request for qualifications/quotations (RFQQ), specifications, etc.;
Notices (filed with newspaper, etc.).
General State

Big Sky Conference


Records documenting the university’s relationship with the Big Sky Conference.

DAN: 17-12-69139
Cutoff: After end of calendar year
Retention: 10 Years
Disposition: Transfer to University Archives for appraisal
AthleticsStudent and Campus Services - AthleticsReports;
Copies of meeting minutes;
Related correspondence/communications.
EWUArchival

Brainstorming and Collaborating


Records generated as part of the brainstorming/collaboration process.

DAN: GS 50006
Retention: Until no longer needed
Disposition: Recycle or Delete
TransitoryNotes written on whiteboards, flipcharts, large/oversize paper sheets, etc.;
Post-it notes.
General State

Business/Work Plans


Records relating to plans for the management of the agency’s business divisions/units, projects, assets, workforce, etc., including timelines, performance measures and areas of responsibility.

DAN: GS 09008
Cutoff: After completion/expiration of plan
Retention: 2 Years
Disposition: Shred or Delete
Agency Administration and Management - PlanningFinal plan;
Records relating to the development of the plan.
General State

Calendars – Elected Officials and Agency Heads


Records documenting the day-to-day meetings and other official appointments of elected officials and agency heads.

DAN: GS 10008
Cutoff: After end of calendar year
Retention: 4 Years
Disposition: Transfer to University Archives for appraisal
Agency Administration and Management - CalendarsCalendar records stored in Microsoft Outlook and other calendaring software/apps;
Hardcopy calendars/appointment books/diaries/etc.
General StateArchival

Calendars – Employees (Other than Elected Officials and Agency Heads)


Records documenting the day-to-day meetings and other work-related appointments of agency employees other than elected officials and agency heads.

DAN: GS 09023
Cutoff: After end of calendar year
Retention: 1 Years
Disposition: Recycle or Delete
-AllAgency Administration and Management - CalendarsCalendar records stored in Microsoft Outlook and other calendaring software/apps;
Hardcopy calendars/appointment books/diaries/etc.
General State

Capital Construction Projects – Project Administration and Process


Records not required beyond the warranty period that relate to the project administration/process for new construction or additions/remodels (affecting the structure of the building/facility) for both routine and significant structures, provided the longer-term records documenting the project are retained in accordance with either:
• Capital Construction Projects – Routine Buildings/Facilities (DAN GS 21010);
• Capital Construction Projects – Significant Buildings/Facilities (DAN GS 21011).

DAN: GS 21014
Cutoff: After project completion/ acceptance
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Design and ConstructionPhone lists;
Work requisitions;
Meeting coordination records;
Shop drawings not affecting the structure or operating systems of the building;
Schedules;
Punch lists;
“Red-line” drawings (“as-designed” drawings reflecting updates) that have been superseded by “as-built” drawings.
General State

Capital Construction Projects – Routine Buildings/Facilities


Records relating to the design, new construction or additions/remodels (affecting the structure of the building/facility) of routine structures.

Also includes records relating to the preliminary planning of the agency’s routine capital construction projects where the project was not proceeded with/completed.

DAN: GS 21010
Cutoff: After disposal of asset/ abandonment of project
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Design and ConstructionProject meeting minutes, approval, program review and/or comments;
Plans and drawings (including “as-built” and “as-designed” drawings and shop drawings affecting the structure or operating systems of the building (such as
elevators, structural steel, HVAC, etc.));
Permits and Environmental Impact Statements (EIS);
Specifications, design calculations, contracts, test results, reports (including engineering, commissioning and balancing reports), modification proposals and manuals;
Selected images/photographs showing major/significant stages of the project;
Allotment and payment records and related documentation.
General State

Capital Construction Projects – Significant Buildings/Facilities


Records relating to the design, new construction or additions/remodels (affecting the structure of the building/facility) of significant structures. Also includes records relating to the preliminary planning of the agency’s significant capital construction projects where the project was not proceeded with/completed.

DAN: GS 21011
Cutoff: After completion/abandonment of project
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Asset Management - Design and ConstructionProject meeting minutes, approval, program review and/or comments;
Plans and drawings (including “as-built” and “as-designed” drawings and shop drawings
affecting the structure or operating systems of the building);
Permits and Environmental Impact Statements (EIS);
Specifications, design calculations, contracts, test results, reports (including engineering,
commissioning and balancing reports), modification proposals and manuals;
Selected images/photographs showing major/significant stages of the project;
Allotment and payment records and related documentation.
Buildings and other facilities on the Capitol Campus;
Headquarters/main office of the agency;
Major buildings/facilities approved by the governing body/Board of Regents on
university/college campuses;
Major facilities operated by the agency (such as jails, hospitals, etc.);
Historic or heritage-listed buildings and structures.

General StateArchival

Career Advising – Alumni and General Public


Records documenting advice and other services provided to alumni or other members of the public to assist them in career planning.

DAN: 17-12-69141
Cutoff: After most recent contact
Retention: 2 Years
Disposition: Shred or Delete
Student and Campus Services - AdvisingIntake information, e.g., dates that services were provided;
Advisor notes;
Assessments and other tools administered to identify an individual’s interests and areas of expertise, e.g., the Strong Interest Inventory;
Related correspondence/communications.
EWU

Case Files – All Other Cases


Case reports and files assembled by law enforcement in the course of investigating any incident that is not covered by a more specific record series.

DAN: 17-12-69142
Cutoff: After conclusion of investigation and until exhaustion of appeals process
Retention: 5 Years
Disposition: Shred or Delete
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWU

Case Files – Homicides (Solved)


Case reports and files assembled by law enforcement in the course of investigating homicides that have been solved.

DAN: 17-12-69143
Cutoff: After conclusion of investigation and until exhaustion of appeals process
Retention: 20 Years
Disposition: Transfer to WA State Archives for appraisal
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWUArchival

Case Files – Homicides (Unsolved), Missing Persons (Not Found), and Unidentified Bodies


Case reports and files assembled by law enforcement in the course of investigating unsolved homicides, unidentified bodies, or unfound missing persons where the case has not been solved.

DAN: 17-12-69144
Cutoff: After case opened and until no longer needed for agency business
Retention: 75 Years
Disposition: Transfer to WA State Archives for appraisal
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWUEssentialArchival

Case Files – Juvenile Offenders


Case reports and files assembled by law enforcement pertaining to offenses allegedly committed by juveniles.

Note: RCW 13.50.270(4)(a) allows for the routine destruction of records relating to juvenile offenses only when the subject has attained 23 years of age or older. Local law enforcement records relating to juvenile offenses may also be destroyed pursuant to RCW 13.50.270(1) upon notification from the juvenile court that such records are eligible for destruction.

DAN: 17-12-69145
Retention: Until juvenile attains 23 years of age or until notification of destruction eligibility is received from the juvenile court, whichever is sooner
Disposition: Shred or Delete
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWU

Case Files – Notorious/Historically Significant Cases


Case reports and files assembled by law enforcement in the course of investigating cases which have gained contemporary public notoriety or significance.

Note: For guidance on how to identify notorious or historically significant cases, please refer to Washington State Archives' Notorious/Historically Significant Case Files and Inmate Custody Records.

DAN: 17-12-69146
Retention: Until no longer needed
Disposition: Transfer to WA State Archives for appraisal
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWUArchival

Case Files – Sex Offenders and Sexually Violent Offenses


Case reports and files assembled by law enforcement in the course of investigating criminal sex or kidnapping offenses as defined in Chapter 9A.44 RCW, sexually violent offenses as defined in RCW 71.09.020(17), or pertaining to a sex offender as defined in Chapter 9A.44 RCW.

Note: Records of any investigative reports pertaining to sex offenders as defined in Chapter 9A.44 RCW or sexually violent offenses as defined in RCW 71.09.020 that are not required in the current operation of the law enforcement agency or for pending judicial proceedings shall be transferred to the Washington Association of Sheriffs and Police Chiefs in accordance with RCW 40.14.070(2)(b)(i).

DAN: 17-12-69147
Cutoff: After conclusion of investigation and until exhaustion of appeals process
Retention: 5 Years
Disposition: Transfer to Washington Association of Sheriffs and Police Chiefs for permanent retention
EWUPDStudent and Campus Services - Police and Parking ServicesBond and bail information;
Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
EWU

Catalog


Records describing the library information sources owned by the agency.

DAN: GS 15021
Retention: Until no longer needed
Disposition: Recycle or Delete
LibraryInformation Management - Library ServicesGeneral StateEssential

Celebrations/Ceremonies/Events – Routine


Records relating to the agency’s involvement in routine celebrations/ceremonies/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.).

DAN: GS 05008
Retention: Until no longer needed
Disposition: Recycle or Delete
Agency Administration and Management - Community and External RelationsPhotographs, audio/visual recordings; etc.;
Websites, social media sites, etc.;
Planning and coordination records.
General State

Celebrations/Ceremonies/Events – Significant


Records relating to the agency’s involvement in celebrations/ceremonies/events of particular significance to the agency and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, graduation, etc.).

DAN: GS 05009
Retention: Until no longer needed
Disposition: Transfer to University Archives for appraisal
Agency Administration and Management - Community and External RelationsPrograms, lists of VIPs in attendance, etc.;
Photographs, audio/visual recordings, transcripts of speeches;
Samples/designs of logos, commemorative items;
Websites, social media sites, etc.;
Planning and coordination records.
General StateArchival

Charity Fundraising


Records relating to the agency’s coordination, participation and support of fundraising campaigns and promoting employee payroll deductions for charities.

DAN: GS 09021
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Agency Administration and Management - Community and External RelationsDecision process for selecting charity campaigns to support;
Communication between the agency and charities;
Dissemination of charity information;
Arrangements and promotion of campaign events.
General State

Circulation


Records relating to the borrowing, lending and returning of items in the library’s collection.

DAN: GS 15022
Retention: Until no longer needed
Disposition: Shred or Delete
LibraryInformation Management - Library ServicesItem circulation history;
User/patron records (applications for membership, borrower registrations, parent/guardian permissions).
General State

Citations/Notices of Infraction – Issued to Officer


Records documenting the issuance of blank, pre-numbered citations/notices of infraction to officers in accordance with RCW 46.64.010.

DAN: 17-12-69148
Cutoff: After date of issuance or until completion of State Auditor’s report, whichever is sooner
Retention: 3 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesVoided citations/tickets;
Receipts for books and/or devices issued.
EWU

Citations/Notices of Infraction Issued – All Others


Records relating to criminal or non-criminal citations issued to alleged violators in accordance with RCW 46.64.010(4).

DAN: 17-12-69149
Cutoff: After date of issuance or until completion of state auditor's report, whichever is sooner
Retention: 3 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesOriginals and/or duplicates of issued citations;
Documentation of disposition of the charge when applicable.
EWU

Citations/Notices of Infraction Issued – Driving Under the Influence


Records relating to citations issued to alleged violators for driving while under the influence of intoxicating liquor or drugs as identified in RCW 46.61.502.

Note: RCW 46.61.502 allows individuals who have had four or more prior offenses within 10 years to be charged with a gross misdemeanor, necessitating a minimum 10 year retention period.

DAN: 17-12-69150
Cutoff: After date of issuance
Retention: 10 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesCitations/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol;
Records covered by Citations/Notices of Infraction Issued – All Others (DAN 17-12- 69149).
EWU

Class Registration


Records documenting the process of class registration for individual students.

DAN: 89-05-44373
Cutoff: After end of academic year
Retention: 6 Years
Disposition: Shred or Delete
Student Administration - Enrollment and RegistrationStudent name and number;
Quarter of enrollment;
Course numbers and class sections;
Number of credits and grade type (e.g., letter grade, credit/no credit, audit);
Total credit hours.
Add/drop forms;
Arranged course permits and independent study and variable credit courses;
Summer workshop registrations.
EWU

Client History


Records documenting the medical and/or counseling history of individuals who have received services from a University health service.

DAN: 20-10-69582
Cutoff: After date of last visit and 3 years after client reaches age 18
Retention: 8 Years
Disposition: Shred or Delete
Student and Campus Services - Health ServicesWrite-ups of counseling sessions;
Psychological evaluations of clients;
Treatment summaries;
X-rays;
Visit summaries;
X-rays;
Lab records;
Immunizations.
EWUEssential

Client/Customer Feedback and Complaints


Records relating to the capturing and receiving of feedback/information/data (including complaints) from the agency’s clients/customers concerning policies, procedures, business practices, customer service, etc., where not covered by a more specific records series.

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

DAN: GS 09016
Cutoff: /span>After feedback received/resolution of complaint
Retention: 3 Years
Disposition: Shred or Delete
Agency Administration and Management - Community and External RelationsThank-you messages, kudos, etc.;
Client/customer satisfaction surveys (including the design and distribution of such surveys);
Internal and external correspondence/communications relating to complaints, their investigation and resolution.
General State

Code Blue Station Test Log


Records documenting regular testing by patrol officers of the various Code Blue Stations on campus to make sure they are in working condition including phone, lights, electrical, and strobe lights work and any comments.

DAN: 17-12-69153
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesEWU

Collection Control


Records documenting the physical control of the library’s collection.

DAN: GS 15023
Retention: Until no longer needed
Disposition: Shred or Delete
Information Management - Library ServicesAccession and deaccession (discard) of items;
Finding aids;
Interlibrary loans;
Shelf list/inventory of holdings.
General StateEssential

Commute Trip Reduction (CTR) Program


Records relating to an agency’s promotion and administration of reducing employee commute trips such as encouraging use of public transit, ride sharing, bicycle commute options, incentives and alternatives such as telecommuting.

DAN: GS 03037
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - BenefitsBonus voucher certification forms;
Registration and participant forms;
Incentives;
Parking tracking files;
CTR performance evaluations/reports/surveys/questionnaires.
General State

Complaints and Grievances – Exonerated


Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint proved to be unsubstantiated. May be filed by job applicants, the public and represented and non-represented state employees.

Note: Records may be retained upon employee request and in case of pending legal action (reference RCW 41.06.450 and WAC 357-22-040).

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

DAN: GS 03006
Retention: Until exoneration
Disposition: Shred or Delete
Human Resource Management - Misconduct/Discipline/GrievancesFiled complaints and grievances;
Supporting documentation;
Agency response and decisions;
Legal actions, arbitration or mediation efforts;
Determinations and appeals.
General State

Complaints and Grievances – Upheld


Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public and represented and non-represented state employees.

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

DAN: GS 03003
Cutoff: After final determination of case
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - Misconduct/Discipline/GrievancesFiled complaints and grievances;
Supporting documentation;
Agency response and decisions;
Legal actions, arbitration or mediation efforts;
Determinations and appeals.
General StateEssential

Compulsory Process Served on the Agency (Not Party to Litigation)


Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public and represented and non-represented state employees.

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

DAN: GS 03003
Cutoff: After final determination of case
Retention: 6 Years
Disposition: Shred or Delete
Human Resource Management - Misconduct/Discipline/GrievancesFiled complaints and grievances;
Supporting documentation;
Agency response and decisions;
Legal actions, arbitration or mediation efforts;
Determinations and appeals.
General State

Contact Information


Records relating to the contact details of external clients/stakeholders the agency has gathered/received and the maintenance of such lists/collections.

DAN: GS 50007
Retention: Until no longer needed
Disposition: Shred or Delete
TransitoryBusiness cards;
Contact details stored in Microsoft Outlook and other contact databases;
Mailing lists, email distribution lists, listserv/RSS subscriber details, etc.;
Requests to be added/removed from the agency’s contact lists (includes mail/communications returned as undeliverable);
Quality assurance checks;
Related correspondence/communications.
General State

Contracts and Agreements


Instruments signed by the agency and one or more parties that set out terms and conditions to which the signing parties agree or submit. Also includes records relating to negotiations, amendments and contract monitoring.

DAN: GS 01050
Cutoff: After termination or expiration of instrument
Retention: 6 Years
Disposition: Shred or Delete
Financial Management - Contracts and PurchasingInteragency, interagency and inter-governmental agreements;
Lease, escrow and rental agreements;
Lending agreements (facility, equipment, vehicle);
Liability waivers (hold harmless, insurance, etc.);
Loan agreements (long-term debt, etc.);
Master depository contract (banking);
Personal service, client service, purchasing agreements;
Purchase and sales agreements (non-capital asset purchases only);
Vendor bonds;
Warranties;
Related correspondence/communications.
General StateEssential

Conversion/Conservation – Archival Records


Records documenting the process of converting the agency’s Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Archival public records.

DAN: GS 11011
Retention: Until the converted/repaired Archival records are transferred to Washington State Archives
Disposition: Transfer to University Archives for appraisal
Information Management - Records ManagementMigration of digital records (mapping schemas, testing reports, etc.);
Digitization of paper-based records (tests, inspection results, etc.);
Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.);
Transfer of magnetic recordings;
Records documenting conservation (repair/stabilization) treatments performed on public records.
General StateArchival

Conversion/Conservation – Non-Archival Records


Records documenting the process of converting the agency’s Non-Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Non-Archival public records.

DAN: GS 11013
Retention: Until the converted/repaired Non- Archival records have been destroyed in accordance with a current approved records retention schedule
Disposition: Shred or Delete
Information Management - Records ManagementMigration of digital records (mapping schemas, testing reports, etc.);
Digitization of paper-based records (tests, inspection results, etc.);
Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.);
Transfer of magnetic recordings;
Records documenting conservation (repair/stabilization) treatments performed on public records.
General State

Corrective Actions – Audits (Development of Plans)


Records relating to the development of corrective action plans to address issues/findings raised in internal and external audits/reviews.

DAN: GS 04008
Retention: Until completion and acceptance of final plan
Disposition: Shred or Delete
Agency Administration and Management - AuditingPreliminary drafts of corrective action plans;
Working notes;
Related correspondence/communications.
General State

Corrective Actions – Audits


Records relating to the actions taken by the agency to address issues/findings raised in internal and external audits/reviews.

DAN: GS 04007
Cutoff: After matter resolved
Retention: 6 Years
Disposition: Shred or Delete
Agency Administration and Management - AuditingCorrective action plans;
Certificates of completion;
Reporting of corrective action, plans, progress on corrective actions and certificates of completion to the Office of Financial Management in accordance with State Administrative and Accounting Manual (SAAM) Section 55.10;
Related correspondence/communications.
General State

Coursework Grades/Scores/Comments


Records maintained by instructor documenting individual students’ performance in a course, including scores, grades, and or comments in regard to exams, papers, projects, and/or class participation. Provides the basis for the final grade that is assigned.

DAN: 87-10-40997
Cutoff: After assignment of final grade
Retention: 2 Years
Disposition: Shred or Delete
Teaching and Learning - Assessment/EvaluationEWU

Criminal History Background Check Logs


Logs documenting criminal history inquiries made through Washington State Patrol’s ACCESS system.

DAN: 17-12-69154
Retention: Until completion of Washington State Patrol audit
Disposition: Shred or Delete
Student and Campus Services - Police and Parking ServicesEWU

Curriculum and Course Proposals (Approved/Denied)


Provides documentation of the planning and development of academic courses and programs that have been approved.

DAN: 75-02-09159
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Shred or Delete
Teaching and Learning - Curriculum DevelopmentEWU

Curriculum/Courses


These files contain all information regarding curriculum/course matters (curriculum changes, course additions, deletions, changes; special topics; course propaganda; catalog information; enrollments; class schedules).

DAN: 92-12-51504
Cutoff: After superseded
Retention: 6 Years
Disposition: Shred or Delete
Teaching and Learning - Curriculum DevelopmentEWU

Destruction of Public Records


Records documenting the destruction of the agency’s public records.

DAN: GS 11005
Retention: Life of the University
Disposition: Shred or Delete
Information Management - Records ManagementDestruction logs;
Affidavits;
Agency authorizations;
Certificates/notices of destruction.
General StateEssential

Disability Services – Accommodations


Records documenting services requested and/or provided to individual students with disabilities in compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) of 1990, and the ADA Amendments Act of 2008.

DAN: 17-12-69155
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
DSSStudent and Campus Services - Disability ServicesRequests for services and accompanying documentation;
Agency response, including accommodations identified and provided.
EWU

Disbursement of Agency Supplies/Consumables


Records documenting the disbursement of agency supplies (such as office supplies, fuel, parts and other consumables).

DAN: GS 16005
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Operations and UseGeneral State

Disciplinary Investigations for Exonerated Students


Records documenting the investigation into possible violation of Student Conduct Code (chapter 172-121 WAC) for students who were subsequently exonerated.

DAN: 17-12-69156
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Asset Management - Operations and UseEWU

Disclosure of Former Employee Information to Prospective Employers


Records relating to the disclosure of information (such as hiring recommendations, employment/income verifications, etc.) about former employees to prospective employers or employment agencies in accordance with RCW 4.24.730.

Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080) and 2-year requirement in RCW 4.24.730.

DAN: GS 03053
Cutoff: After disclosure of information
Retention: 3 Years
Disposition: Shred or Delete
Human Resource Management - Personnel HistoryWritten logs;
Disclosure releases/statements;
Copies of information provided.
General State

Donations/Gifts – Assets


Records documenting non-cash donations, gifts, and sponsorships made directly to the University.

DAN: 17-12-69157
Cutoff: After disposition of asset and fulfillment of agreement
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Development and Outreach - Donations/GiftsCorrespondence/communications to and from donor;
Gifts and donations checklist;
Terms and agreements of the contribution made.
Provenance
Custody
EWUEssentialArchival

Donations/Gifts – Monetary


Records documenting monetary donations, gifts, and sponsorships made directly to the University.

DAN: 17-12-69158
Cutoff: After end of fiscal year and fulfillment of agreement
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Development and Outreach - Donations/GiftsCorrespondence/communications to and from donor;
Gifts and donations checklist;
Terms and agreements of the contribution made.
EWUEssentialArchival

Drafting and Editing


Records relating to the drafting/editing of correspondence, documents and publications.

DAN: GS 50008
Retention: Until no longer needed
Disposition: Recycle or Delete
TransitoryPreliminary drafts not covered by a more specific records series, not needed as evidence of external consultation or as evidence that the agency practiced due diligence in the drafting process;
Edits/suggestions/directions (such as handwritten annotations/notes, track changes information/comments in Microsoft Word, etc.);
Electronic documents created solely for printing (such as signs, mailing labels, etc.);
Related correspondence/communications.
General State

Electronic Documents Used to Create Signed Paper Records


Electronic documents created in order to print paper records that get signed, provided the signed paper records (or agency copy of same, if signed original is sent) are retained in accordance with the current approved minimum retention period.

Note: Agencies should still create and retain copies of signed letters as evidence of the business transaction.

DAN: GS 50009
Retention: Until no longer needed
Disposition: Recycle or Delete
TransitoryMicrosoft Word versions of minutes/letters/correspondence/etc. used to print the hard copy that gets signed.General State

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.

DAN: GS 25004
Retention: Until obsolete or superseded
Disposition: Shred or Delete
AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSEGeneral StateEssential

Emergency/Disaster Preparedness and Recovery Plans


Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the agency’s operations and assets.

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

DAN: GS 14010
Cutoff: After obsolete or superseded
Retention: 3 Years
Disposition: Recycle or Delete
AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSEEmployee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567.General StateEssential

Emergency/Disaster Response/Recovery – Minor/Routine


Records relating to the agency’s response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the agency manages the recovery with minimal assistance and/or disruption to normal agency operations.

DAN: GS 25005
Cutoff: After matter resolved/recovery complete
Retention: 6 Years
Disposition: Recycle or Delete
AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSEGeneral State

Emergency/Disaster Response/Recovery – Significant


Records relating to the agency’s response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the agency deploys non-routine procedures, mobilizes special resources, requires significant outside assistance, and/or where normal agency operations are suspended or significantly disrupted.

DAN: GS 25006
Cutoff: After matter resolved/recovery complete
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSEGeneral StateArchival

Employee Medical and Exposure Records


Records comprising the employee medical and exposure records as defined and managed in accordance with chapter 296-802 WAC.

Note: For more information on requirements for retaining employee health and medical records see chapter 296-802 WAC and RCW 49.17.220.

DAN: GS 03039
Cutoff: Retention: 30 Years
Disposition: Shred or Delete
HUMAN RESOURCE MANAGEMENT - OCCUPATIONAL HEALTH AND SAFETY• Records concerning the health status of an employee which are made or maintained by a physician, nurse, or other health care personnel or technician;
• Medical surveillance and exposure documentation;
• Medical diagnosis stemming from exposure;
• Audiology history records (if position puts employee at risk for hearing loss);
• Industrial hygiene monitoring.
General State

Employment Eligibility – U.S. Citizenship and Immigration Services (USCIS)


Records relating to the verification of employment eligibility within the United States.

Reference: 8 CFR § 274a.2, 20 CFR § 655.760.

Note: This series applies to any applicants that are actually hired. For those not hired, their recruitment records are to be covered under Recruitment – Employee (DAN GS 03012).

DAN: GS 03036
Cutoff: After date of hire or 1 year after separation from agency, whichever is later
Retention: 3 Years
Disposition: Shred or Delete
General State

Enrollment Reports


Compilations of data generated by or distributed to departments and individual instructors regarding student enrollment, courses, grade distribution, scholarship, ethnicity of students, etc.

DAN: 85-04-35289
Cutoff: After end of academic quarter
Retention: 2 Years
Disposition: Shred or Delete
Class enrollment count;
Class standing report;
Degrees by quarter report;
Academic probation list.
EWU

Entry/Exit Logs – Facilities


Records documenting the entry and exit of staff, contractors, volunteers and visitors to agency facilities (including secure areas) where not covered by a more specific records series.

DAN: GS 25007
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
General State

Establishment/Development History of Agency/Programs


Records documenting the planning, establishment and significant changes/developments of the agency and its programs.

DAN: GS 10013
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
General StateArchival

Examination Scores – Proficiency/Placement or Credit by Exam


Records documenting student scores on qualifying exams administered to determine level of subject proficiency, and/or to authorize students for course credit or possible exemption from taking a course.

DAN: 89-05-44366
Cutoff: After after graduation or after date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
Compass Placement Testing (CPT);
Mathematics Placement Tests (MPT).
EWU

Examinations and Answer Sheets – Proficiency/Placement or Credit by Exam


Records documenting student responses to placement examinations administered by the University or its departments to determine level of subject proficiency, and/or to authorize students for course credit or possible exemption from taking a course. Excludes student responses for tests, exams, and other assessments that are administered as part of a course, which are covered by Papers, Projects and Other Assignments by Students – Not Retrieved (DAN 17-12-69175).

DAN: 17-12-69159
Cutoff: After end of academic year
Retention: 1 Year
Disposition: Shred or Delete
English Placement Tests;
Mathematics Placement Tests (MPT).
EWU

Exit Interview – Personnel


Documentation of information gained during an exit interview with an employee separating from the agency.

DAN: GS 03040
Cutoff: After exit interview completed
Retention: 3 Years
Disposition: Shred or Delete
General State

External Audits/Reviews of Agency – Final Reports


Records relating to the final outcome of audits conducted by either the State Auditor’s Office or other external organizations.

DAN: GS 04006
Cutoff: After audit report date
Retention: 6 Years
Disposition: Shred or Delete
General State

External Audits/Reviews of the Agency – Interactions


Records relating to the agency’s interactions with the external agency/organization conducting the audit/review of the agency.

DAN: GS 04009
Retention: Until conclusion of audit
Disposition: Shred or Delete
General State

Facility Systems and Equipment – Installation


Records relating to the installation of systems and equipment in agency facilities that are not integral to the structure of the facility and that may be replaced during the life of the facility, such as:
• Audio/visual systems/equipment;
• Fire and life safety (alarms, sprinklers, etc.);
• Heating, ventilating and air conditioning (HVAC);
• Information technology (IT) wiring;
• Security systems/equipment (alarms, keys, locks, etc.).

DAN: GS 21015
Cutoff: After disposal of systems/equipment
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Financial Aid Reports – Internal


Aggregate/summary records documenting disbursements and financial aid status, where not covered by a more specific record series.

DAN: 84-08-34409
Cutoff: After end of award year
Retention: 6 Years
Disposition: Shred or Delete
Summary disbursement reports (daily, weekly, monthly, etc.);
Cancellation journals.
EWU

Financial Disputes and Collections


Records relating to the agency’s financial disputes and attempts to collect funds where litigation has not commenced.

DAN: GS 01003
Cutoff: After matter resolved
Retention: 6 Years
Disposition: Shred or Delete
General State

Financial Transactions – General


Records documenting all resources received and expended by the agency provided the receipts and expenditures are not for bond or grant projects.

DAN: GS 01001
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
General State

Financial Transactions – Sensitive Cardholder Data


Specific sensitive cardholder data elements obtained during electronic financial transactions where the agency stores, processes or transmits cardholder data received via point of sale systems, phone, email, internet, paper, etc.
Sensitive cardholder data elements include:
• Primary Account Number (PAN) and credit card number, if different;
• Sensitive Authentication Data (SAD) as defined by the Payment Card Industry Data Security Standard (PCI DSS). Includes full track data, IN/PIN blocks, and three or four-digit customer identification (CID) number printed on the front or back of payment card such as Card Identification Number (CIN), Card Verification Value (CVV), or Card Validation Code (CVC).

DAN: GS 01070
Retention: Until completion of transaction
Disposition: Shred or Delete
General State

Food Service Inspections


Records documenting Food Service inspections that are administered periodically to ensure the facility meets the required standards and regulations.

DAN: 93-05-52348
Cutoff: After completion of inspection and violations (if any) corrected/resolved
Retention: 6 Years
Disposition: Shred or Delete
Dining ServicesInspection reports;
Correction plans;
Progress reports;
Related communications.
EWU

Forms – Accountable


Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets and licenses.

Note: These records are retained for audit purposes.

DAN: GS 12004
Cutoff: After end of fiscal year in which form was created/printed
Retention: 6 Years
Disposition: Shred or Delete
General State

Forms – Development


Records relating to the design, creation and revision of agency-created forms.

DAN: GS 12001
Retention: Until no longer needed
Disposition: Shred or Delete
General State

Forms – Inventory Files


Inventories of stocks of forms on hand.

DAN: GS 12003
Retention: Until superseded or obsolete
Disposition: Recycle or Delete
General State

Forms – Master Set


Master set of all forms created by the agency. Also includes source materials (.pdfs, camera-ready masters, original photographs/images, etc.).

DAN: GS 12005
Retention: Until use of form ceases
Disposition: Recycle or Delete
General StateEssential

Fundraising Efforts


Records relating to fundraising efforts by University departments, or by clubs and organizations that have been recognized by the Associated Students of Eastern Washington University (ASEWU) Council, where the University, club, or organization itself is the beneficiary.

DAN: 17-12-69160
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Recycle or Delete
Fundraising activities;
Advertising;
Related correspondence/communications.
EWU

General Information – External


Information received from other agencies, commercial firms or private institutions, which requires no action and is no longer needed for agency business purposes.

DAN: GS 50004
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Governing/Executive/Policy-Setting Body Records


Records documenting the actions, meetings and membership of the agency’s governing body, executive management team and other policy-setting/decision-making boards, committees, commissions, councils, task forces, etc. Also includes interagency/national/external policy-setting/decision-making bodies for which the agency acts as secretary/keeper of the official records.

DAN: GS 10004
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
General StateEssentialArchival

Grade Confirmation and Class/Rank Reports


Records documenting the reporting by Records and Registration of final quarterly student grades, including students’ rank within their class, to academic departments.

DAN: 17-12-69161
Cutoff: After end of academic quarter
Retention: 2 Years
Disposition: Shred or Delete
EWU

Grade Input and Grade Changes


Records documenting the entry of new and revised quarterly final coursework grades into students’ academic records

DAN: 98-07-55813
Cutoff: After end of academic quarter
Retention: 6 Years
Disposition: Shred or Delete
Grades entered by instructor directly into transcript record;
Grades submitted to Records and Registration by instructor for subsequent entry into transcript record;
Reports of Incomplete.
EWU

Grants Issued by Agency – Applications (Denied)


Records relating to grant applications that were denied by the agency.

DAN: GS 23002
Cutoff: After grant application denied
Retention: 1 Year
Disposition: Shred or Delete
General State

Grants Issued by Agency – Applications (Successful)


Records relating to grants administered and/or issued by state agencies, including continuous grants.

DAN: GS 23001
Cutoff: After end of funding period/grant cycle and completion of all grant requirements for that cycle
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Grants Issued by Agency – Program Administration


Records relating to the agency’s administration of grant and other financial assistance programs (such as loans, scholarships, etc.).

DAN: GS 23003
Cutoff: After end of funding period/grant cycle
Retention: 6 Years
Disposition: Shred or Delete
General State

Grants Received by Agency – Unsuccessful Applications


Records relating to unsuccessful grant applications made by the state agency to grant-issuing entities.

DAN: GS 23006
Retention: Until no longer needed for agency business
Disposition: Shred or Delete
General State

Grants Received by Agency


Records relating to grant projects and funds received and expended by state agencies, including any continuous grants.

Note: If federal retention requirements are shorter than 6 years, the records must still be retained for the minimum 6 years after end of grant period/cycle to satisfy state requirements.

DAN: GS 23004
Cutoff: After end of funding period/grant cycle and completion of all grant requirements for that cycle (such as federal retention requirements, submission of financial status report, etc.)
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Helpdesk Requests


Records relating to requests for advice and assistance in using the agency’s information technology and telecommunications equipment, systems and applications.

DAN: GS 14029
Retention: Until finalization of request
Disposition: Recycle or Delete
General State

Honorary Degrees


Records documenting the conferral by the University of honorary master’s or doctorate-level degrees, in accordance with RCW 28B.35.205(2) and/or (3) and EWU Policy 303-04.

DAN: 17-12-69162
Cutoff: After degree is awarded
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
Degrees awarded to persons in recognition of their learning or devotion to education, literature, art, or science;
Degrees awarded to persons who were students at the university in 1942 and did not graduate because they were ordered into an internment camp.
EWUArchival

Immigration/Visa Advising – Foreign Students


Records relating to the immigration/visa status of individual foreign students, retained for advising purposes and/or to document compliance with U.S. Citizenship and Immigration Services requirements.

DAN: 17-12-69164
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Informational Notifications/Communications


Records communicating basic/routine short-term information (regardless of format or media used) that:
• Do not document agency decisions/actions;
• Are not used as the basis of agency decisions/actions; and
• Are not covered by a more specific records series.

DAN: GS 50001
Retention: Until no longer needed
Disposition: Shred or Delete
General State

Injury Claims – Eye Injuries


Records relating to claims filed by employees with eye injuries on the job.

Note: Retention based on 10-year requirement for eye injury claims (RCW 51.32.160(1)(c)).

DAN: GS 03016
Cutoff: After claim settled
Retention: 10 Years
Disposition: Shred or Delete
General State

Injury Claims


Records relating to claims filed by employees injured on the job.

Note: Retention based on 7-year requirement for injury claims (RCW 51.32.160(1)(a)).

DAN: GS 03015
Cutoff: After claim settled
Retention: 7 Years
Disposition: Shred or Delete
General State

Inspections/Monitoring – Regulated


Records relating to inspecting/monitoring of assets owned, used or maintained by the agency where required by regulatory agencies and where not covered by a more specific records series.

Note: Records documenting inspecting/monitoring of other entities’ assets by the agency in its regulatory capacity are covered by the agency’s specific records retention schedule.

DAN: GS 21016
Cutoff: After end of calendar year and correction of any violations
Retention: 6 Years
Disposition: Shred or Delete
General State

Inspections/Monitoring – Routine/Non-Regulated


Records relating to the routine inspecting/monitoring of assets owned, used or maintained by the agency where not required by regulatory agencies and not covered by a more specific records series.

DAN: GS 21017
Retention: Until no longer needed for agency business
Disposition: Shred or Delete
General State

Institutional Animal Care and Use Committee (IACUC) – Inspections, Reports, and Evaluations


Records documenting the review, monitoring, and oversight of animal research by the Institutional Animal Care and Use Committee (IACUC), in compliance with 9 CFR 2.35.

Note: 9 CFR 2.35 requires the retention of general IACUC records for at least 3 years.

DAN: 17-12-69165
Cutoff: After date of document
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
OGRDIACUC reviews of research proposals and ongoing review activities;
Required inspections and reports;
Scientific evaluations.
EWUEssentialArchival

Institutional Animal Care and Use Committee (IACUC) – Research Conducted


Records which relate to specific research conducted, or which document decisions pertaining to committee actions on that research.

Note: 9 CFR 2.35 requires the retention of IACUC records that relate directly to proposed activities and changes to same for at least 3 years after completion of the research.

DAN: 17-12-69166
Cutoff: After completion/termination of research
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
OGRDEWUEssentialArchival

Institutional Eligibility – Financial Aid


Records documenting the University’s eligibility to participate in financial aid programs, including federal, campus-based programs.

DAN: 83-10-32929
Cutoff: After end of aid year
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Institutional Review Board (IRB) for Human Subjects Research – Administration and Research Oversight


Records documenting the review, monitoring, and oversight of human subject research by Eastern Washington University’s Institutional Review Board (IRB) for Human Subjects Research in accordance with 45 CFR 46.115.

Note: 45 CFR 46.115(a) requires the retention of general IRB records for at least 3 years.

DAN: 17-12-69167
Cutoff: After date of document
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
OGRDFederalwide Assurance agreement with the U.S. Department of Health & Human
Services’ Office of Human Research Protections;
Written procedures for the IRB as described in 45 CFR 46.103 (b)(4) and
46.103(b)(5);
IRB member lists and credentialing, appointment letters;
Applications received, including title, name of investigators, date received, period
of approval, modifications, etc.
EWUEssentialArchival

Institutional Review Board (IRB) for Human Subjects Research – Principal Investigator Records (Research Conducted)


IRB records relating to investigator activities in human subject research including approved regulatory, certified exempt, completed, denied and withdrawn protocols.

Note: 45 CFR 46.115(b) requires the retention of IRB records relating to research conducted for at least 3 years after completion of the research.

DAN: 17-12-69168
Cutoff: After completion/termination of research
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
OGRDEWUEssentialArchival

Interagency Transfers


Records relating to the transfer process of personnel records for an employee leaving a state agency and transferring to another state agency. Note: Documentation of the originals sent is to remain with the originating agency and held for the same retention and disposition as the original records. Reference: State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures.

DAN: GS 03057
Cutoff: After transfer verification
Retention: 6 Months
Disposition: Shred or Delete
General State

Internal Audit Programs – Quality Assurance Reviews (Development)


Records relating to external independent reviews of agency’s internal audit programs required by the Institute of Internal Auditors’ International Professional Practices Framework.

DAN: GS 04011
Retention: Until conclusion of review
Disposition: Shred or Delete
General State

Internal Audit Programs – Quality Assurance Reviews (Final Reports)


Records relating to final outcome of external independent reviews of agency’s internal audit programs required by the Institute of Internal Auditors’ International Professional Practices Framework.

DAN: GS 04012
Cutoff: After review report date
Retention: 6 Years
Disposition: Shred or Delete
General State

Internal Audits/Consultations – Development


Records related to the conducting of internal audits/consultations which are either documented in the audit working papers or which proved not to be relevant to the conclusions of the audit/consultation.

DAN: GS 04010
Retention: Until conclusion of audit/consultation
Disposition: Shred or Delete
General State

Internal Audits/Consultations – Final Reports and Audit Working Papers


Final reports, audit working papers and other supporting documentation relating to the planning, methodology, conduct and conclusions of internal audits/consultations.

DAN: GS 04001
Cutoff: After conclusion of audit/consultation
Retention: 6 Years
Disposition: Shred or Delete
General State

Internal Revenue Service (IRS) Forms – Payroll


Records relating to the Internal Revenue Service forms to authorize or request tax withholding/exemptions and that are held by employer.

DAN: GS 03052
Cutoff: After superseded or date of separation from agency, whichever is sooner
Retention: 4 Years
Disposition: Shred or Delete
General State

Internet Browsing


Records routinely generated as part of internet browsing.

DAN: GS 50010
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Inventories – Capital Assets


Records relating to inventories of land, buildings, furniture, equipment and other capital assets. May be used for input into the statewide reporting system.

DAN: GS 16008
Cutoff: After superseded
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Inventories – Supplies, Commodities and Parts


Running inventories used to manage stocks of expendable materials such as office supplies, parts and other expendable supplies, describing the materials and indicating current stock balances.

DAN: GS 16004
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Recycle or Delete
General State

Labor Union Administrative Files – Agency Relations


Records relating to the agency and labor union relations.

DAN: GS 09014
Cutoff: After date of document
Retention: 2 Years
Disposition: Shred or Delete
General State

Labor Union Contracts and Negotiations


Records relating to contracts and negotiations held by the agency labor relations office to administrate contracts and proceedings.

DAN: GS 09015
Cutoff: After contract superseded or terminated
Retention: 6 Years
Disposition: Recycle or Delete
General StateEssential

Legal Advice and Issues


Records relating to legal advice and opinions received by the agency concerning the agency’s actions, statutes, rules, policies and procedures, etc. Also includes records relating to legal issues of concern to the agency where not covered by a more specific records series.

DAN: GS 18003
Cutoff: After issue resolved and until advice no longer needed for agency business
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Legislation – Development and Analysis


Records relating to the development of agency request legislation and analysis of the impact on the agency of any legislation (federal or state).

DAN: GS 19001
Cutoff: After end of legislative session
Retention: 2 Years
Disposition: Transfer to WA State Archives for appraisal
General StateArchival

Legislation/Regulations/Rules – Monitoring/Tracking


Records relating to the monitoring/tracking of proposed legislation/regulations/rules with possible impact on the agency under consideration by the Legislature, other state agencies, federal or local governments.

DAN: GS 19002
Cutoff: After end of calendar year
Retention: 2 Years
Disposition: Shred or Delete
General State

Litigation Case Files – Routine


Agency records related to a particular litigation case involving the agency which does not have profound influence on the administration of state government and/or the state of Washington. Also includes litigation with no Office of the Attorney General involvement.

DAN: GS 18004
Cutoff: After resolution of case (including appeals)
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Litigation Case Files – Significant


Agency records related to a particular litigation case involving the agency which has profound influence on the administration of state government and/or the state of Washington (such as Boldt, McCleary, WPPSS Bondholders, Doran, etc.). Also includes litigation with no Office of the Attorney General involvement.

DAN: GS 18009
Cutoff: After resolution of case (including appeals)
Retention: 6 Years
Disposition: Transfer to WA State Archives
General StateEssentialArchival

Lost and Found Property


Records relating to the receipt of personal property left behind in/at agency facilities, vehicles and/or events and the return/disposal of the item.

Note: Retention based on 3-year statute of limitations for taking, detaining, or injuring personal property (RCW 4.16.080).

DAN: GS 21012
Cutoff: After return/disposal of item
Retention: 3 Years
Disposition: Shred or Delete
General State

Mail Delivery and Receipt


Records documenting the agency’s incoming and outgoing physical mail (letters, packages, etc.).

DAN: GS 13003
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
General State

Maintenance – Major and/or Regulated


Records documenting all major maintenance (which is beyond regular upkeep) and all regulated maintenance (required by regulatory agencies and/or local, state or federal statute and/or court order/rule) which is performed on assets owned, used or maintained by the agency.

DAN: GS 21008
Cutoff: After disposal of asset
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Maintenance – Minor Non-Regulated


Records documenting minor maintenance (regular upkeep) performed on assets owned, used or maintained by the agency and is not required by a regulatory agency, such as:
• Custodial, floor and window cleaning, mowing/gardening, indoor plant care, etc.;
• Painting, furniture upholstery/refinishing, etc.;
• Vehicle and equipment oil changes, tune-ups, filters, tires, etc.

DAN: GS 21002
Cutoff: After completion of work
Retention: 6 Years
Disposition: Shred or Delete
General State

Major/Minor Applications – Denied or Incomplete


Requests for major/minor standing within an undergraduate academic program where the application has been denied or the student never completed the application process.

DAN: 80-08-25345
Cutoff: After quarter of denial or date of last submission
Retention: 1 Year
Disposition: Shred or Delete
EWU

Major/Minor Applications


Records documenting a student’s request for major/minor standing within an undergraduate academic program, where the application is approved.

DAN: 17-12-69169
Cutoff: After end of academic year
Retention: 6 Years
Disposition: Shred or Delete
EWU

Masters’ Theses/Projects


Records documenting the culminating thesis or project completed by individual graduate students to satisfy master’s degree requirements.

DAN: 88-10-43018
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
EWUArchival

Media Releases and Coverage


Records relating to the agency’s communications with the media and coverage in the media of the agency’s activities and accomplishments.

DAN: GS 05003
Cutoff: After end of calendar year
Retention: 2 Years
Disposition: Transfer to University Archives for appraisal
General StateArchival

Medical History – Non-Student/Non-Patient


Health-related records received by the Student Health Clinic regarding individuals who do not subsequently become either students of the University or clients of the clinic.

Note: If the individual subsequently becomes a EWU student or client at the clinic, these records are retained accordingly under Client History (DAN 20-10-69582).

DAN: 17-12-69170
Retention: Until no longer needed
Disposition: Shred or Delete
EWU

Meeting Arrangements


Records relating to the administrative arrangements of meetings held by or on behalf of the agency.

DAN: GS 09024
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Meeting Materials – Ballots


Ballots used in voting by boards, committees, commissions, councils, task forces, etc., to determine:
• Members and/or positions (such as chair, secretary, etc.);
• Decisions of the board/committee, etc.;
Provided the outcome of the vote is documented in other records of the board/committee (such as minutes).

DAN: GS 09025
Retention: Until no longer needed
Disposition: Shred or Delete
General State

Meeting Materials – Members’ Copies/Notes


Individual members’ meeting materials from participating in advisory, governing/ executive/policy-setting, internal/external committees (including national/external bodies), provided the Committee’s records are retained by the secretary/responsible agency/member.

DAN: GS 09026
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Meetings – Staff and Internal Committees


Records documenting meetings of the agency’s staff and those of internal committees, commissions, councils, boards, task forces, etc.

DAN: GS 09009
Cutoff: After end of calendar year and until no longer needed for agency business
Retention: 2 Years
Disposition: Recycle or Delete
General State

National Collegiate Athletic Association (NCAA)


Records documenting the university’s relationship with the NCAA.

DAN: 17-12-69171
Cutoff: After end of calendar year
Retention: 10 Years
Disposition: Transfer to University Archives for appraisal
AthleticsEWUArchival

NCAA Eligibility – Individual Student Athletes


Records documenting an individual student athlete's compliance with NCAA eligibility requirements for participation on a sports team.

Note: The NCAA requires a minimum 6-year retention on the NCAA Student-Athlete statement and drug-testing consent form.

DAN: 91-09-48150
Cutoff: After end of eligibility
Retention: 10 Years
Disposition: Shred or Delete
AthleticsEWUEssential

NCAA Eligibility – Sports Teams


Records documenting an EWU sports team’s compliance with NCAA eligibility requirements.

DAN: 17-12-69172
Cutoff: After end of academic year
Retention: 10 Years
Disposition: Transfer to University Archives for appraisal
AthleticsEWUEssentialArchival

Network – Design and Build


Records relating to the design and construction of the agency’s information technology networks.

DAN: GS 14031
Retention: Until no longer needed
Disposition: Delete
General State

Occupancy Reports


Records documenting the number of beds and rooms that are occupied in each residence hall at a particular point in time.

DAN: 17-12-69173
Cutoff: After end of academic quarter
Retention: 2 Years
Disposition: Recycle or Delete
EWU

Officer Patrol Log and Daily Activity


Records documenting the activities of FTO trainee officers while on shift.

DAN: 17-12-69174
Cutoff: After end of calendar year
Retention: 5 Years
Disposition: Shred or Delete
EWU

Online Content Management


Records documenting the publishing/changing of the agency’s online (internet and intranet) content.

Note: All published content consists of individual records which have their own separate retention requirements. Each of these records must be retained for the current approved minimum retention period(s) according to their applicable records series.

DAN: GS 15010
Cutoff: After online content removed
Retention: 1 Year
Disposition: Delete
General State

Operating Manuals


Operating manuals, specifications, vendor statements and other related documentation for assets owned, used or maintained by the agency where not covered by a more specific records series.

DAN: GS 16011
Retention: Until superseded or disposal of asset, whichever is sooner
Disposition: Recycle, Delete or Transfer to new owner
General StateEssential

Organizing/Monitoring Work in Progress


Records relating to the assigning, prioritizing, tracking/monitoring and status of work/projects in progress.

DAN: GS 50011
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Papers, Projects and Other Assignments by Students – Not Retrieved


Records documenting work performed and/or submitted by students in fulfillment of course or degree requirements, where the student has not retrieved the records after the end of the academic quarter.

DAN: 17-12-69175
Cutoff: After end of academic quarter in which assignment was graded
Retention: 1 Quarter
Disposition: Shred or Delete
EWU

Parking Permits


Records documenting all parking permits purchased by students, faculty, staff, and others who park in campus lots. Includes both new permits and replacements requested due to loss, theft, or destruction.

DAN: 17-12-69176
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
Parking ServicesEWU

Parking Violations


Records documenting the assessment, payment, escalation, appeal, or cancellation of fines levied for parking offenses.

DAN: 17-12-69177
Cutoff: After matter resolved
Retention: 6 Years
Disposition: Shred or Delete
Parking ServicesEWUEssential

Payroll Files – Employee Pay History


Records relating to the pay history of individual employees.

Note: Current deductions and authorizations are to be held by originating agency until retention is met.

DAN: GS 03031
Cutoff: After date of separation from agency
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Payroll Processing, Distribution and Reporting


Records relating to the processing of payroll and reports used by personnel/payroll offices to verify actions, detail distribution of payroll costs and ascertain accuracy and accountability.

DAN: GS 03033
Cutoff: After end of fiscal year
Retention: 6 Years
Disposition: Shred or Delete
General State

Payroll Register


Records relating to the certified record of agency payroll.

Note: May be used to assist in providing retirement verification if adequate time worked data is contained in payroll registers. See Retirement Verification (DAN GS 03032).

DAN: GS 01060
Cutoff: After date certified
Retention: 60 Years
Disposition: Shred or Delete
General StateEssential

Performance Evaluations – Employee


Records relating to regularly scheduled performance evaluations of employees.

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

DAN: GS 03002
Cutoff: After completion of next evaluation
Retention: 3 Years
Disposition: Shred or Delete
General State

Performance Evaluations – Supervisor Preparation


Records gathered by an employee's supervisor in preparation for employee's performance evaluation.

Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement.

DAN: GS 03024
Retention: Until completion of evaluation and resolution of any ongoing performance issues
Disposition: Shred or Delete
General State

Personnel – Employment History Files


Records relating to an individual’s employment history with the agency and the documentation related to the position held. Also includes records relating to a volunteer’s service with the agency.

Note: See State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures.

DAN: GS 03042
Cutoff: After date of separation from agency
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Personnel – Health-Related Records (Routine)


Records relating to the health of employees where not covered by Employee Medical and Exposure Records (DAN GS 03039) or another more specific records series.

Note: Medical records should be retained by originating agency and not be included as part of an interagency transfer.

DAN: GS 03054
Cutoff: After date of separation from agency
Retention: 6 Years
Disposition: Shred or Delete
General State

Personnel – Routine Transactions


Records relating to employees’ routine personnel transactions or tasks that do not affect employment history, payroll, performance or retirement status/eligibility.

DAN: GS 03055
Retention: Until superseded
Disposition: Shred or Delete
General State

Pesticide Applications


Records relating to the agency’s application of pesticides to agricultural land, roadsides, and/or landscapes and property as regulated by RCW 17.21.100 and WAC 16-228-1320.

DAN: GS 21018
Cutoff: After date of pesticide application
Retention: 7 Years
Disposition: Recycle or Delete
General State

Petitions for Exception


Requests from students to waive or substitute a graduation or degree requirement.

DAN: 17-12-69178
Cutoff: After degree is awarded or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWU

Policies and Procedures – Administrative Functions


Records relating to the development, implementation and interpretation of the policies and procedures developed by the agency to implement internal administrative functions (such as facility management, finance, human resources, purchasing, information management, etc.) where these functions are not the agency’s core mission.

DAN: GS 09028
Cutoff: After superseded
Retention: 6 Years
Disposition: Recycle or Delete
General StateEssential

Policies and Procedures – Agency Core Mission


Records relating to the development, implementation and interpretation of the policies and procedures developed by the agency to implement its core functions and mission.

DAN: GS 10002
Cutoff: After superseded
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
General StateEssentialArchival

Position History


Records relating to the history of each position and job classifications which apply to positions held by employees of the agency.

DAN: GS 03010
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Process Improvement


Records relating to process improvements undertaken by the agency to improve the efficiency and effectiveness of the agency, its programs and services.

DAN: GS 09012
Cutoff: After end of improvement cycle/ project
Retention: 6 Years
Disposition: Recycle or Delete
General State

Provision of Advice, Assistance or Information


Records relating to requests received and provision of advice, technical assistance and information (including agency-initiated communications) concerning the agency, its core business, programs and services, where not covered by a more specific records series.

Note: Information/advice published online by the agency continues to be “provided” until the date it is removed/withdrawn

DAN: GS 09022
Cutoff: After communication received or provided, whichever is later
Retention: 2 Years
Disposition: Recycle or Delete
General State

Public Disclosure/Records Requests


Records relating to requests from the general public for access to the agency’s public records in accordance with chapter 42.56 RCW.

DAN: GS 05001
Cutoff: After public records request fulfilled
Retention: 2 Years
Disposition: Shred or Delete
General State

Publications – Development


Records relating to the drafting, development, design and production of agency-created publications.

DAN: GS 15009
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Purchase Authority


Authority for an agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form.

DAN: GS 06002
Cutoff: After superseded
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Radio Logs


Logs documenting incoming and/or outgoing emergency radio communications.

DAN: 17-12-69179
Cutoff: After date of entry
Retention: 60 Days
Disposition: Shred or Delete
EWU

Recordings from Mobile Devices – Incident Identified


Recordings, created by the law enforcement agency using mobile recording devices, and whether manually or automatically triggered, that are known to have captured a unique or unusual action from which litigation or criminal prosecution is expected or likely to result.

DAN: 20-10-69583
Retention: Until matter resolved and exhaustion of appeals process
Disposition: Delete
EWUPD

Recordings from Mobile Devices – Incident Not Identified (Body Worn Cameras)


Recordings, created by the law enforcement agency using body worn cameras, provided that the recording is:
Not known to have captured a unique or unusual incident or action from which litigation or criminal prosecution is expected or likely to result.

Note: Retention based on 60-day requirement for body worn camera recordings (RCW 42.56.240).

DAN: 20-10-69584
Cutoff: After date of recording
Retention: 60 Days
Disposition: Delete
EWUPD

Records Control


Records relating to the physical and intellectual control of the agency’s 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 Washington State Archives.

DAN: GS 11009
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Records Documented as Part of More Formalized Records


Records where the evidence of the business transaction has been documented as part of another more formalized record of the agency which is retained in accordance with the current approved minimum retention period.

Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

DAN: GS 50012
Retention: Until verification of successful conversion/keying /transcription
Disposition: Shred or Delete
General State

Recruitment – Employee


Records relating to the process of recruitment and selection of employees. Includes applicants screened but not interviewed.

Note: Retention based on 3-year statute of limitations for the commencement of actions for employment discrimination (injury to the rights of others) (RCW 4.16.080).

DAN: GS 03012
Cutoff: After completion of recruitment/hiring process
Retention: 3 Years
Disposition: Shred or Delete
General State

Recruitment/Visits – General


Records documenting contact with and visits by prospective students, outside of athletic recruitment.

DAN: 76-07-17399
Cutoff: After end of academic year
Retention: 2 Years
Disposition: Shred or Delete
EWU

Recruitment/Visits – Prospective Student Athletes


Records documenting contact with and visits by prospective student-athletes who do not enroll at the University within 5 years, used to verify and demonstrate compliance with NCAA recruitment requirements as defined in Article 13 of the Operating Bylaws of the NCAA Division I Manual. Includes both official and unofficial visits.

DAN: 17-12-69180
Cutoff: After end of academic year
Retention: 5 Years
Disposition: Shred or Delete
AthleticsEWUEssential

Reduction In Force Files – Agency


Records relating to the process and implementation of reduction in force actions by agencies.

DAN: GS 03019
Cutoff: After conclusion of any pending action
Retention: 6 Years
Disposition: Shred or Delete
General State

Reference Letters


Records documenting references/recommendations prepared by EWU faculty or staff regarding individual EWU students or former students.

DAN: 17-12-69181
Cutoff: After date of reference
Retention: 2 Years
Disposition: Shred or Delete
EWU

Reference Materials


Materials gathered from outside sources for reference/reading use which are not evidence of the agency’s business transactions.

DAN: GS 50013
Retention: Until no longer needed
Disposition: Shred or Delete
General State

Release of Education Records – No Prior Consent Required


Records documenting each request for access to – and each disclosure of – personally identifiable information from the education records of each student where prior consent is not required in accordance with 34 CFR § 99.31 and 34 CFR §99.32(d), and where disclosure records are not required to be retained longer than 3 years in accordance with federal or state statute.

Reference: Family Educational Rights and Privacy Act (FERPA).

DAN: 17-12-69182
Cutoff: After date of release
Retention: 6 Years
Disposition: Shred or Delete
EWU

Release of Education Records – Prior Consent or Documentation Required


Release of Education Records – Prior Consent or Documentation Required
Records documenting each request for access to – and each disclosure of – personally identifiable information from the education records of each student where prior consent is required in accordance with 34 CFR § 99.30, and/or where disclosure records are required to be retained in accordance with 34 CFR §99.32.

Reference: Family Educational Rights and Privacy Act (FERPA).

DAN: 17-12-69183
Retention: Until the education records of the student are no longer retained
Disposition: Shred or Delete
EWUEssential

Reporting Internally – Routine Program/Project/Work Unit Reports/Statistics


Records relating to routine internal statistical and narrative reports provided to management documenting/tracking the activities and work accomplishments of a division/program/project for a given time period.

DAN: GS 09029
Cutoff: After end of fiscal year
Retention: 2 Years
Disposition: Shred or Delete
General State

Reporting to External Agencies (Mandatory)


Records relating to the mandatory reporting/notifying/filing by the agency to external agencies in accordance with federal, state or local law or by court order/rule where not covered by a more specific records series, such as reporting to:
• Federal agencies;
• Code Reviser/State Registrar;
• Public Disclosure Commission (Public Agency Lobbying L-5 Report);
• Office of Financial Management;
• Other state agencies, local government entities, etc.

DAN: GS 19004
Cutoff: After submitted
Retention: 6 Years
Disposition: Shred or Delete
General State

Reporting/Filing (Mandatory) – Employment-Related


Records relating to employment and submitted to regulatory agencies as required by federal, state or local law, where not covered by a more specific records series. Includes reports, confirmation of submission, correspondence, inquiries, etc. Also includes employment-related reports required by regulatory agencies to be compiled (but not submitted).

DAN: GS 03056
Cutoff: After compiled/submitted to regulatory agency
Retention: 4 Years
Disposition: Shred or Delete
General State

Reporting/Filing (Mandatory) – Higher Education Enrollment


Records relating to higher education enrollment that are required to be filed with, or submitted to, an outside agency by federal, state or local law, where not covered by a more specific records series. Includes reports, confirmation of submission, correspondence/communications, inquiries, etc.

DAN: 99-12-59536
Cutoff: After end of fiscal year
Retention: 4 Years
Disposition: Transfer to University Archives for appraisal
EWUArchival

Requests for Basic/Routine Agency Information


Internal and external requests for, and provision of, routine information about the operations of the agency, such as:
• Business hours, locations/directions, web/email addresses;
• Meeting dates/times.

DAN: GS 50002
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Residency Reclassification


Records documenting individual students’ efforts to change their residency status (in-state or out-of-state) for tuition purposes.

DAN: 75-08-13699
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWU

Retention and Disposition Authorization


Records relating to the retention of the agency’s records in accordance with chapter 40.14 RCW.

DAN: GS 11003
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Retirement Verification


Records relating to an employee’s state service to document eligibility and entitlement to retirement benefits.

DAN: GS 03032
Cutoff: After date of separation from agency
Retention: 60 Years
Disposition: Shred or Delete
General StateEssential

Rule Making (Washington Administrative Code – WAC)


Records relating the development of agency rules and amendments (Washington Administrative Code).

DAN: GS 10009
Retention: Until rule superseded/not proceeded with
Disposition: Transfer to WA State Archives for appraisal
General StateArchival

Safety Data Sheets (SDS) or Allowed Substitute Record


Safety data sheets or allowed substitute records identifying hazardous chemical(s) by the chemical and common names(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014. May include records of hazardous chemical use and analyses using exposure or medical records (WAC 296-802-20010 and WAC 296-802-20015).

Note: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014.

DAN: GS 09017
Cutoff: After superseded or chemicals are no longer used
Retention: 30 Years
Disposition: Shred or Delete
General StateEssential

Safety Drills/Disaster Recovery Exercises


Records relating to agency fire/safety drills and disaster recovery exercises.

DAN: GS 25002
Cutoff: After date of drill/exercise
Retention: 6 Years
Disposition: Recycle or Delete
General State

Safety Records


Records required by the federal Occupational Safety and Health Administration (OSHA) relating to maintaining a safe workplace/environment for employees.

Reference: 29 CFR 1904.33.

DAN: GS 03050
Cutoff: After end of calendar year
Retention: 5 Years
Disposition: Shred or Delete
General State

Scheduling – Appointments/Meetings


Records relating to the scheduling of appointments/meetings (such as checking participant and room availability, rescheduling, accepting/declining meeting invitations, etc.) provided the calendar record of the appointment/meeting is retained in accordance with:
• Calendars – Elected Officials and Agency Heads (DAN GS 10008);
• Calendars – Employees (Other than Elected Officials and Agency Heads) (DAN GS 09023).

DAN: GS 50014
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Scheduling Data


Records documenting the scheduling of courses, examinations, and other events held by/at the University, used as a reference and/or as a basis for scheduling classes in future quarters.

DAN: 96-03-56538
Cutoff: After end of academic year
Retention: 3 Years
Disposition: Recycle or Delete
EWU

Scholarship Program History


Records documenting the creation and administration of scholarship programs at EWU.

DAN: 17-12-69184
Cutoff: After termination of scholarship program
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
EWUEssentialArchival

Secondary (Duplicate) Copies


Copies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period.

DAN: GS 50005
Retention: Until no longer needed
Disposition: Shred or Delete
General State

Security Incidents and Data/Privacy Breaches


Records documenting security incidents, data/privacy breaches, responses and investigations relating to agency facilities, vehicles, equipment, supplies, information, etc.

DAN: GS 25008
Cutoff: After matter resolved
Retention: 6 Years
Disposition: Shred or Delete
General State

Security Monitoring – No Incident


Records relating to the routine security monitoring of the agency’s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred.

DAN: GS 25003
Cutoff: After date record created or until determined that no security incident has occurred, whichever is sooner
Retention: 30 Days
Disposition: Shred or Delete
General State

Sex Offender Bulletin


Records documenting registered sex offenders who have become part of the EWU campus population.

DAN: 17-12-69185
Cutoff: After offender is no longer affiliated with the EWU campus
Retention: 6 Years
Disposition: Shred or Delete
EWU

Signature Authority/Delegation Records


Records documenting the designating of agency personnel with the authority to sign for purchases, leave authorizations or other actions.

DAN: GS 01072
Cutoff: After end of fiscal year in which signature authority was superseded/rescinded
Retention: 6 Years
Disposition: Shred or Delete
General StateEssential

Source Records – Imaged/Migrated (Archival)


Archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule.

Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

DAN: GS 11014
Retention: Until verification of successful conversion
Disposition: Transfer to University Archives for appraisal
General StateArchival

Source Records – Imaged/Migrated (Non-Archival)


Non-archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule.

Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040.

DAN: GS 11012
Retention: Until verification of successful conversion
Disposition: Shred or Delete
General State

Stakeholder Group Relations


Records relating to developing and maintaining cooperative working relationships with stakeholder groups (such as community groups, government agency associations/ taskforces/committees, professional associations, etc.) where not covered by a more specific records series.

DAN: GS 05010
Cutoff: After end of calendar year
Retention: 2 Years
Disposition: Shred or Delete
General State

State Publications – Transfers to Library (Agency Compliance Records)


Records relating to the transfer/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW.

DAN: GS 15011
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Recycle or Delete
General State

State Publications


State publications (as defined in RCW 40.06.010(4)), regardless of format, published by the agency and intended for distribution to state government, the public or the Legislature.

Note: Agencies are required to transfer copies of state publications to the Washington State Library in accordance with RCW 40.06.030.

DAN: GS 15008
Retention: Upon publication
Disposition: Transfer to Washington State Library and University Archives
General StateArchival

Strategic Plans – Development


Records relating to the development of the agency’s strategic plans.

DAN: GS 09027
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Strategic Plans – Final (Unpublished)


Final version of agency-wide strategic, long-term plans used to align the agency’s organizational and budget structure with its priorities, missions and objectives developed in accordance with RCW 43.88.090 and not published.

DAN: GS 10001
Retention: Until no longer needed
Disposition: Transfer to University Archives for appraisal
General StateEssentialArchival

Student Aid Disbursement – EWU-Administered Gift Aid and Work Study


Records documenting disbursement of individual EWU-administered gift aid, including grants, scholarships, tuition awards, institutional waivers, etc., as well as aid awarded in the form of work study.

DAN: 88-12-43519
Cutoff: After conditions of award satisfied
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Student Aid Disbursement – Grants, Scholarships, Gift Aid, and Loans Administered by Other Agencies/Entities


Records documenting disbursement of individual loan funds or gift aid where EWU disburses the funds, but is not the administrator or lender.

DAN: 17-12-69186
Cutoff: After end of award year in which student last attended the institution
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Student Aid Disbursement – Loans Administered by EWU


Records documenting disbursement of individual loan funds where EWU acts as both administrator/lender and disburser of the loan.

DAN: 88-12-43516
Cutoff: After loan repayment, reconciliation, or assignment to the Board of Education
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Student Aid Eligibility Determination/Tracking


Records documenting individual student requests for financial assistance, determination of student eligibility for aid, and verification of their compliance with continuing eligibility requirements (e.g., satisfactory progress, etc.).

DAN: 17-12-69187
Cutoff: After end of award year in which student last attended the institution
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Student Disciplinary Cases (Sanctions Imposed)


Records relating to the investigations and disciplinary actions taken pursuant to the Student Conduct Code (chapter 172-121 WAC).

DAN: 09-05-62013
Cutoff: After completion of disciplinary action and expiration of appeal period, if any
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Student Evaluation of Instruction (SEOI)


Records documenting evaluations of the instructor, course and/or overall student learning environment, completed by students.

DAN: 94-04-53658
Cutoff: After end of academic year
Retention: 5 Years
Disposition: Shred or Delete
EWU

Student Internships – Undergraduate and Graduate


Records documenting individual students’ internship, practicum, and/or cooperative education work experiences, including where mandatory to fulfill a degree/certificate requirement.

DAN: 97-01-57391
Cutoff: After graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWU

Student Requests for Nondisclosure of Directory Information


Records documenting student requests to withhold their directory information from disclosure, in accordance with 34 CFR § 99.37.

Reference: Family Educational Rights and Privacy Act (FERPA).

DAN: 89-05-44389
Retention: until the education records of the student are no longer retained or until request is terminated by student
Disposition: Shred or Delete
EWU

Student Weapon Logs and Forms


Records documenting individual students’ storage of their firearms with the University Police Department.

DAN: 17-12-69188
Cutoff: After end of academic year
Retention: 6 Years
Disposition: Shred or Delete
EWUEssential

Studies (Major) – Final Reports (Unpublished)


Unpublished final reports of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses agency-wide operations or issues, affects the most important or most critical agency functions, or addresses areas of public visibility or concern.

DAN: GS 10016
Cutoff: After conclusion of study
Retention: 6 Years
Disposition: Transfer to University Archives for appraisal
General StateArchival

Studies (Major) – Working Papers/Development


Records relating to the conducting of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses agency-wide operations or issues, affects the most important or most critical agency functions or addresses areas of public visibility or concern.

DAN: GS 09030
Cutoff: After conclusion of study
Retention: 6 Years
Disposition: Shred or Delete
General State

Studies (Minor/Routine)


Records relating to the conducting of minor/routine studies and developing ad hoc reports not initiated at the executive level or conducted in response to a legislative order, executive order, federal requirement or court order where not covered by a more specific records series.

DAN: GS 09006
Cutoff: After conclusion of study
Retention: 2 Years
Disposition: Recycle or Delete
General State

Supply and Equipment Requests


Internal agency documents used to request the purchase of supplies and equipment.

DAN: GS 06001
Cutoff: After date of receipt
Retention: 30 Days
Disposition: Recycle or Delete
General State

Tax Reporting/Returns – Internal Revenue Service (IRS)


Records relating to the reporting of vendor payments to the Internal Revenue Service (IRS) (such as forms 1098, 1099, 5498, W-2G, etc.).

DAN: GS 01019
Cutoff: After filing
Retention: 4 Years
Disposition: Shred or Delete
General State

Tax Reporting/Returns – State and Local Taxes


Returns and reports submitted for taxes paid to state and/or local government agencies (such as excise tax, etc.).

Reference: RCW 82.32.070 and Department of Revenue Advisory No. 3131.2009.

DAN: GS 01071
Cutoff: After filing
Retention: 5 Years
Disposition: Shred or Delete
General State

Tax-Exempt Bonds


Records documenting all resources received and expended by the agency for bond-funded projects.

DAN: GS 01069
Cutoff: After final bond payment
Retention: 6 Years
Disposition: Shred or Delete
General State

Training – Arrangements


Records relating to the administrative arrangements of agency-provided training courses, seminars and workshops.

DAN: GS 22001
Retention: Until no longer needed
Disposition: Recycle or Delete
General State

Training – Development


Records relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc.

DAN: GS 22006
Retention: Until training no longer provided by agency
Disposition: Recycle or Delete
General State

Training – General


Records documenting training courses, seminars, workshops, etc. provided by the agency (including through contracted trainers) to agency employees, contractors, customers/clients or the public where either:
• Training is not required by federal, state or local statute and/or the employer;
• Qualifications/credentials/licenses are not earned;
• Continuing education hours/credits/points are not awarded.

Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003).

DAN: GS 22007
Cutoff: After training provided
Retention: 3 Years
Disposition: Recycle or Delete
General State

Training – Mandatory or Certification/Hours/Credit Provided


Records documenting training courses, seminars, workshops, etc. provided by the agency (including through contracted trainers) to agency employees, contractors, customers/clients or the public where either:
• Training is required by federal, state or local statute and/or the employer;
• Qualifications/credentials/licenses may be earned;
• Continuing education hours/credits/points are awarded.

Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003).

DAN: GS 22008
Cutoff: After training provided
Retention: 6 Years
Disposition: Shred or Delete
General State

Training Files – Employee


Records documenting the training history of individual employees participating in training, orientations and staff development programs.
Training may include:
• Internal agency training for ethics, diversity, safety and other policies;
• Internships, apprentice programs;
• External training as requested or required.

DAN: GS 22003
Cutoff: After separation from agency
Retention: 6 Years
Disposition: Shred or Delete
General State

Transcript Requests


Records documenting student requests for transcripts or verification of enrollment.

DAN: 89-05-44382
Cutoff: After date submitted
Retention: 1 Year
Disposition: Shred or Delete
EWU

Transcripts (Permanent Student Records)


Records documenting the official academic performance of individual students at the University. Includes this information maintained in systems such as Banner.

Note: In the event of the University ceasing to exist, the permanent student records are to be transferred to Student Achievement Council in accordance with RCW 28B.85.130.

DAN: 74-07-05578
Retention: Life of agency
Disposition: Transfer to Student Achievement Council for permanent retention
EWUEssentialArchival

Transfer of Legal Custody


Records documenting 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.).

Note: Records of agencies that cease to exist are to be transferred to Washington State Archives in accordance with RCW 40.14.030.

DAN: GS 11001
Retention: Life of the agency
General StateEssential

Travel


Records documenting travel undertaken by employees and non-employees.

DAN: GS 07001
Cutoff: After end of fiscal year in which travel was completed
Retention: 6 Years
Disposition: Shred or Delete
General State

Tuition Reimbursement


Records relating to tuition reimbursement requests for educational courses taken by employees as part of staff development, or for institutions of higher education for qualified dependents if part of benefits package.

DAN: GS 03013
Cutoff: After completion of course
Retention: 6 Years
Disposition: Shred or Delete
General State

Unemployment Insurance Claims


Records relating to unemployment claims filed by individuals against agency.

DAN: GS 03049
Cutoff: After final resolution of claim
Retention: 6 Years
Disposition: Shred or Delete
General State

Uniform Crime Reporting and Tallies


Uniform Crime Reporting statistics and tallies that have been submitted to the Washington Association of Sheriffs and Police Chiefs (WASPC).

DAN: 17-12-69189
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Shred or Delete
EWU

Unsolicited Additional Materials


Additional materials received by the agency that are:
• Not requested; and
• Not used by the agency in the course of government business.

DAN: GS 50015
Retention: Upon receipt
Disposition: Return or Delete
General State

Use of Agency Facilities/Equipment/Vehicles


Records relating to allowing use of agency assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by agency staff (including contractors and volunteers), other agencies, students/clients and the general public.

DAN: GS 07003
Cutoff: After asset returned/use completed
Retention: 3 Years
Disposition: Recycle or Delete
General State

Vendor Payment Information


Records relating to vendor payment information.

DAN: GS 01066
Cutoff: After final payment
Retention: 6 Years
Disposition: Shred or Delete
General State

Verification of Graduation Requirements


Records relating to the submission and review of individual student applications for graduation, to verify that the student has fulfilled all University, general education, master, major, minor and/or certification requirements.

DAN: 17-12-69190
Cutoff: After degree is awarded or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWU

Veteran Student Files


Records relating to Veterans and/or their dependents receiving educational benefits.

DAN: 89-05-44384
Cutoff: After degree is awarded or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
VRCEWU

Voluntary Employee Beneficiary Association (VEBA)


Records relating to approved participation in the VEBA health reimbursement account/plan by retirement-eligible employees in the voting group.

DAN: GS 03045
Cutoff: After end of calendar year
Retention: 6 Years
Disposition: Shred or Delete
General State

Wellness Programs


Records relating to supporting and promoting employee wellness.

DAN: GS 03051
Cutoff: After end of calendar year
Retention: 2 Years
Disposition: Recycle or Delete
General State

Whistleblower Investigations


Records relating to the referral of whistleblower complaints (made to an agency’s “designated official”) to the State Auditor’s Office and agency copies of State Auditor’s Office reports of allegations of fraud or violations of state laws or regulations as a result of the complaint in accordance with chapter 42.40 RCW.

DAN: GS 04004
Cutoff: After date of report
Retention: 3 Years
Disposition: Shred or Delete
General State

Withdrawal from the University


Records documenting individual students’ withdrawal from the University, including withdrawals due to illness, hardship, military exigency, or other extenuating circumstances.

DAN: 75-08-13677
Cutoff: After years after graduation or date of last attendance
Retention: 6 Years
Disposition: Shred or Delete
EWU

Work Instructions/Desk Manuals


Routine day-to-day task/work instructions, desk manuals, etc.

DAN: GS 09001
Retention: Until superseded
Disposition: Recycle or Delete
General State