{"id":35425,"date":"2024-01-17T09:54:03","date_gmt":"2024-01-17T17:54:03","guid":{"rendered":"https:\/\/inside.ewu.edu\/records-management\/?page_id=35425"},"modified":"2024-01-17T14:44:08","modified_gmt":"2024-01-17T22:44:08","slug":"rrs","status":"publish","type":"page","link":"https:\/\/inside.ewu.edu\/records-management\/rrs\/","title":{"rendered":"Retention Schedule"},"content":{"rendered":"
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Retention Schedule<\/h1>\n\n\n\n

The online retention below is still in development, but feel free to use what is available. Any feedback is greatly appreciated while in development.<\/p>\n\n<\/div><\/div><\/div>\n<\/div>\n<\/div><\/div>\n\n

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The pdf of Eastern Washington University Records Retention Schedule (EWURRS)<\/a> and State Government General Records Retention<\/a> 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.<\/p>\n\n\n\n\n\n\n\n\t\n\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t\n\t
Record Series<\/th>Doc Type<\/th>Section<\/th>Examples \/ Keyword(s)<\/th>Generated by<\/th>Essential Status<\/th>Disposition Type<\/th>\n<\/tr>\n<\/thead>\n

Academic and Career Advising \u2013 Current Students<\/h3><\/span>
\nRecords 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.
\n
\nDAN: <\/b><\/span>87-03-39547
\nCutoff:\u00a0<\/b><\/span>After graduation or date of last attendance
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Advising<\/td>Student and Campus Services - Advising<\/td>Intake information, e.g., dates that services were provided;
\nAdvisor notes;
\nElective approval forms;
\nAssessments and other tools administered to identify an individual student\u2019s interests and areas of expertise, e.g., the Strong Interest Inventory;
\nRelated correspondence\/communications
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Academic Appeals\/Grievances<\/span><\/h3>
\nRecords documenting a student\u2019s appeal of a grade, or other student grievance mediated within the department, school or college.
\n
\nDAN: <\/b><\/span>95-07-55713
\nCutoff:\u00a0<\/b><\/span>After graduation or date of last attendance
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td>Teaching and Learning - Assessment\/Evaluation<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Academic Forgiveness<\/span><\/h3>
\nRecords documenting individual students\u2019 petitions to Records and Registration to use only recent academic performance in calculating grade point average.
\n
\nDAN: <\/b><\/span>17-12-69134
\nCutoff:\u00a0<\/b><\/span>After graduation or date of last attendance
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td>Teaching and Learning - Assessment\/Evaluation<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Accidents \u2013 Vehicles\/Vessels<\/span><\/h3>
\nRecords relating to accidents involving agency vehicles and vessels and any subsequent inquiries\/investigations.
\n
\nDAN: <\/b><\/span>GS 16010
\nCutoff:\u00a0<\/b><\/span>After matter resolved
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Operations and Use<\/td>Asset Management - Operations and Use<\/td>Vehicle Accident Report Form (State Form 137) or agency equivalent;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Accidents\/Incidents \u2013 No Claim Filed (Age 18 and Older)<\/span><\/h3>
\nRecords relating to accidents\/incidents involving individual(s) age 18 and older, and where claims for damages are not filed.
\n
\nExcludes accidents and incidents involving hazardous materials.
\n
\nDAN: <\/b><\/span>GS 18008
\nCutoff:\u00a0<\/b><\/span>After date of incident
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Agency Administration and Management - Risk Management and Disaster Preparedness\/Response<\/td>Reports and investigations.<\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Accidents\/Incidents \u2013 No Claim Filed (Under Age 18)<\/span><\/h3>
\nRecords relating to accidents\/incidents involving individual(s) younger than age 18, and where claims for damages are not filed.
\n
\nExcludes accidents and incidents involving hazardous materials.
\n
\nDAN: <\/b><\/span>GS 18007
\nCutoff:\u00a0<\/b><\/span>After individual reaches age 18
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Agency Administration and Management - Risk Management and Disaster Preparedness\/Response<\/td>Reports and investigations.<\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Accreditation Documentation<\/span><\/h3>
\nStatistical, 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)).
\n
\nDAN: <\/b><\/span>92-09-51287
\nCutoff:\u00a0<\/b><\/span>After end of accreditation or until superseded
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Accreditation<\/td>Teaching and Learning - Accreditation<\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Acquisition and Disposal \u2013 Assets (Other than Real Property)<\/span><\/h3>
\nRecords relating to the acquisition and disposal of assets other than real property (such as equipment, intellectual property, vehicles, vessels, etc.).
\n
\nExcludes records covered by:
\n\u2022\tAcquisition and Disposal \u2013 Real Property\/Land\/Water Rights (DAN GS 24004).
\n
\nDAN: <\/b><\/span>GS 21001
\nCutoff:\u00a0<\/b><\/span>After disposal of asset
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Acquisition and Disposal<\/td>Asset Management - Acquisition and Disposal<\/td>Purchase orders;
\nSurplus property disposition records;
\nRegistration of intellectual property rights;
\nVehicle\/vessel titles or copy of title if original is transferred to new owner\/Department of Licensing;
\nRelated correspondence\/communications. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Acquisition and Disposal \u2013 Real Property\/Land\/Water Rights<\/span><\/h3>
\nRecords relating to the acquisition and disposal of real property\/land and water rights by state agencies through purchase\/sale, condemnation, escheatment or donation.
\n
\nNote: Retention based on 10-year statute of limitations relating to real property transactions (RCW 4.16.020<\/a>).
\n
\nDAN: <\/b><\/span>GS 24004
\nCutoff:\u00a0<\/b><\/span>After disposal of asset
\nRetention:\u00a0<\/b><\/span>10 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Acquisition and Disposal<\/td>Asset Management - Acquisition and Disposal<\/td>Contracts\/agreements;
\nPlanning reports, studies, etc., regarding the acquisition\/disposal;
\nConveyance documentation (title searches, deeds, patents, etc.);
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Admissions Applications \u2013 Enrolled<\/span><\/h3>
\nRecords documenting the admissions process for all applicants who are accepted and ultimately enroll at the University.
\n
\nDAN: <\/b><\/span>74-07-05577
\nCutoff:\u00a0<\/b><\/span> After graduation or date of last attendance
\nRetention:\u00a0<\/b><\/span> 6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Destroy<\/td>

Admissions<\/td>Student Administration - Admissions<\/td>Matriculated and non-matriculated students;
\nDomestic and international students;
\nUndergraduate, post-baccalaureate, and graduate-level programs;
\nOther programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets;
\nCopies of high school, college, and\/or military transcripts;
\nTest scores submitted as part of the admissions process;
\nFinancial statements and\/or sponsor letter (for international students);
\nTransfer credit evaluations;
\nRelated correspondence\/communications.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Admissions Applications \u2013 Not Accepted, Not Enrolled, or Application Incomplete<\/span><\/h3>
\nRecords 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.
\n
\nDAN: <\/b><\/span>99-05-59099
\nCutoff:\u00a0<\/b><\/span>After beginning of academic quarter for which applied or last submission
\nRetention:\u00a0<\/b><\/span>2 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Destroy<\/td>

Admissions<\/td>Student Administration - Admissions<\/td>Matriculated and non-matriculated students;
\nDomestic and international students;
\nUndergraduate, post-baccalaureate, and graduate-level programs;
\nOther programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets;
\nCopies of high school, college, and\/or military transcripts;
\nTest scores submitted as part of the admissions process;
\nFinancial statements and\/or sponsor letter (for international students);
\nTransfer credit evaluations;
\nRelated correspondence\/communications.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Advertising and Promotion<\/span><\/h3>
\nRecords relating to the planning and\/or execution of advertising and promotional activities conducted by the agency to promote the agency\u2019s mission or business.
\n
\nExcludes:
\n\u2022\tAdvertising materials covered by State Publications (DAN GS 15008);
\n\u2022\tFinancial records covered by Financial Transactions \u2013 General (DAN GS 01001);
\n\u2022\tIntellectual property ownership records covered by Acquisition and Disposal \u2013 Assets (Other than Real Property) (DAN GS 21001).
\n
\nDAN: <\/b><\/span>GS 05006
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Community and External Relations<\/td>Agency Administration and Management - Community and External Relations<\/td>Marketing plans\/strategies;
\nRecords relating to the development of advertising campaigns\/materials (such as original artwork, designs, storyboards, etc.);
\nSamples of advertising materials (regardless of format);
\nRecords relating to the evaluation of campaigns\/strategies;
\nRecords relating to the design\/selection of agency branding (such as logos, mottos, slogans, etc.);
\nRelated correspondence\/communications. <\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Advisory Body Records<\/span><\/h3>
\nRecords 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.
\n
\nExcludes appointment records of the Office of the Governor and other records covered by:
\n\u2022\tGoverning\/Executive\/Policy-Setting Body Records (DAN GS 10004);
\n\u2022\tMeeting Arrangements (DAN GS 09024);
\n\u2022\tMeeting Materials \u2013 Members\u2019 Copies\/Notes (DAN GS 09026);
\n\u2022\tMeetings \u2013 Staff and Internal Committees (DAN GS 09009).
\n
\nDAN: <\/b><\/span>GS 10015
\nCutoff:\u00a0<\/b><\/span>After end of calendar year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Meetings and Board\/Committee Support<\/td>Agency Administration and Management - Meetings and Board\/Committee Support<\/td>Agendas, meeting\/agenda packets (briefs, reference materials, etc.);
\nSpeaker sign-up, written testimony;
\nAudio\/visual recordings and transcripts of proceedings;
\nMinutes;
\nReports\/correspondence\/communications sent\/received on behalf of the body;
\nAppointment, reappointment and termination correspondence\/communications;
\nSelected 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\u2019s life.
\n<\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Agency Release and Waiver\/Notice of Consent to Exercise Peace Officer Power<\/span><\/h3>
\nAuthorization 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.
\n
\nDAN: <\/b><\/span>17-12-69135
\nCutoff:\u00a0<\/b><\/span>After superseded or new chief is hired
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Agency-Generated Forms and Publications \u2013 Copies<\/span><\/h3>
\nBlank 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.
\n
\nDAN: <\/b><\/span>GS 50003
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Transitory<\/td>Transitory<\/td>Reports, catalogs, brochures, calendars, posters;
\nMulti-media presentations (videos, CDs, etc.).
\n<\/td>		General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Allotment Management and Budget Development<\/span><\/h3>
\nRecords relating to the development of agency budget proposals and the management of allotments.
\n
\nDAN: <\/b><\/span>GS 01040
\nCutoff:\u00a0<\/b><\/span>After end of biennium
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td>Financial Management - Budgeting<\/td>Allotment submittals;
\nBudget proposals\/decision packages;
\nLegislative notes;
\nSupporting\/backup documentation;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Annual Crime Report Documentation<\/span><\/h3>
\nRecords documenting the agency\u2019s compliance with the requirements of 20 USC \u00a7 1092(f)<\/a>, the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (also known as the Clery Act).
\n
\nDAN: <\/b><\/span>17-12-69136
\nCutoff:\u00a0<\/b><\/span>After end of calendar year
\nRetention:\u00a0<\/b><\/span>7 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Required reports, e.g., Annual Security Report (ASR) and fire report;
\nPublic crime log;
\nDocumentation of timely warnings and emergency notifications.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Applications\/Resumes \u2013 Unsolicited<\/span><\/h3>
\nRecords relating to unsolicited requests for job consideration and employment inquiries.
\n
\nNote: Retention based on 2-year requirement in 29 CFR \u00a7 1602.31<\/a>.
\n
\nDAN: <\/b><\/span>GS 03022
\nCutoff:\u00a0<\/b><\/span>After received
\nRetention:\u00a0<\/b><\/span>2 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td>Human Resource Management - Recruitment\/Hiring<\/td>Unsolicited job applications\/resumes received;
\nGeneral prospective employment inquiries.<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Applications\/Systems \u2013 Implementation Projects<\/span><\/h3>
\nRecords relating to the implementation of the agency\u2019s computer software applications, databases and websites (internet and intranet).
\n
\nExcludes records covered by Applications\/Systems \u2013 Technical Design (DAN GS 14001).
\n
\nDAN: <\/b><\/span>GS 14037
\nCutoff:\u00a0<\/b><\/span> After end of project
\nRetention:\u00a0<\/b><\/span> 6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Applications\/Systems \u2013 Technical Design<\/span><\/h3>
\nRecords relating to the technical design of the agency\u2019s computer software applications, databases and websites (internet and intranet).
\n
\nExcludes records covered by Applications\/Systems \u2013 Implementation Projects (DAN GS 14037).
\n
\nDAN: <\/b><\/span>GS 14001
\nRetention:\u00a0<\/b><\/span>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
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td>Design documentation\/detail;
\nDatabase schema and dictionaries;
\nSource code;
\nSystem and program change descriptions\/authorizations;
\nDevelopment plans (for testing, training, conversion and acceptance);
\nRelease notes;
\nOperational and user instructions;
\nAcceptance testing.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Athlete Medical History<\/span><\/h3>
\nRecords documenting the medical and treatment history for each student athlete.
\n
\nDAN: <\/b><\/span>17-12-69137
\nCutoff:\u00a0<\/b><\/span>After no longer eligible
\nRetention:\u00a0<\/b><\/span>7 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Athletics<\/td>Student and Campus Services - Athletics<\/td>Medical\/Treatment documentation and\/or reports;
\nPhysical form;
\nInjury\/illness report forms;
\nProgress notes;
\nRehabilitation logs;
\nWaivers;
\nEWU letter informing student athletes of physical and insurance policy requirements;
\nConsent forms for medical procedures and acknowledgment of potential injury.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Athlete Medical Insurance Claims<\/span><\/h3>
\nRecords documenting claims for reimbursement of medical bills for student athletes.
\n
\nDAN: <\/b><\/span>91-09-48149
\nCutoff:\u00a0<\/b><\/span>After claim closed
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Athletics<\/td>Student and Campus Services - Athletics<\/td>Claims through the National Association of Collegiate Directors of Athletics (NACDA) excess insurance programs;
\nClaims through the NCAA Catastrophic Insurance Program;
\nMedical bills;
\nMedical expense logs;
\nHIPAA documentation.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Athlete Recognition<\/span><\/h3>
\nProvides a record of athletes whose performance is worthy of note or who have received special recognition.
\n
\nDAN: <\/b><\/span>17-12-69138
\nCutoff:\u00a0<\/b><\/span>After end of season
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Athletics<\/td>Student and Campus Services - Athletics<\/td>List of recipients lettering in sports;
\nAwards;
\nMedia coverage;
\nRelated correspondence\/communications.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Attendance and Leave Records<\/span><\/h3>
\nRecords 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).
\n
\nDAN: <\/b><\/span>GS 03030
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Human Resource Management - Attendance and Leave<\/td>Annual and sick leave, personal and contractual holidays;
\nCompensatory, exchange or overtime earned;
\nRequests\/approvals\/denials for any form of leave (including leave without pay);
\nApprovals and designations;
\nLeave donation documentation;
\nReturned\/unused leave administration;
\nTime cards and time sheets, etc., documenting hours worked (including overtime).<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Audit Trails and System Usage Monitoring<\/span><\/h3>
\nRecords documenting the use of the agency\u2019s information technology and communication systems to ensure security and appropriate use.
\n
\nExcludes records covered by Internet Browsing (DAN GS 50010).
\n
\nDAN: <\/b><\/span>GS 14020
\nCutoff:\u00a0<\/b><\/span>After date of activity
\nRetention:\u00a0<\/b><\/span>1 Year
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td>Audit trails;
\nAuthorizations for and modifications to the configurations and settings of the agency\u2019s IT infrastructure (such as firewalls, routers, ports, network servers, etc.);
\nLog-in records, security logs and system usage files;
\nInternet activity logs (sites visited, downloads\/uploads, video\/audio streaming, etc.);
\nFax and telephone logs<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Authorization \u2013 Building\/Facility Access<\/span><\/h3>
\nRecords documenting the authorization of access for employees (including contractors and volunteers) to agency buildings and facilities.
\n
\nExcludes records covered by Entry\/Exit Logs \u2013 Facilities (DAN GS 25007).
\n
\nDAN: <\/b><\/span>GS 25001
\nCutoff:\u00a0<\/b><\/span>After termination of access
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Security<\/td>Asset Management - Security<\/td>Requests and approvals for access and permissions;
\nAssignment of security identification badges, building\/card keys, access codes, etc. <\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Authorization \u2013 Systems\/Telecommunications Access<\/span><\/h3>
\nRecords documenting the authorization of employees (including contractors and volunteers) to use agency systems\/applications and telecommunication services.
\n
\nDAN: <\/b><\/span>GS 14012
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year in which user account\/access was terminated
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td>User account creation\/change requests;
\nNetwork access authorization requests;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Authorization to Use Personal Equipment\/Devices for Work Purposes<\/span><\/h3>
\nRecords relating to the agency granting approval for employees to use their personally- owned equipment\/devices, known as BYOD \u2013 Bring Your Own Device (such as laptops, phones, tablets, furniture, weapons, vehicles, etc.) for work-related purposes.
\n
\nDAN: <\/b><\/span>GS 03047
\nCutoff:\u00a0<\/b><\/span>After approval superseded\/ terminated\/request denied
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Human Resource Management - Authorization\/Certification<\/td>Requests from employees;
\nApprovals (including conditions of use);
\nRevocation of approvals.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Authorizations\/Certifications \u2013 Assets<\/span><\/h3>
\nRecords 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<\/b>.
\n
\nDAN: <\/b><\/span>GS 21013
\nCutoff:\u00a0<\/b><\/span>After authorization expired\/ superseded\/terminated
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Asset Management - Authorization\/Certification<\/td>Application\/filing and confirmation;
\nRecords relating to violations\/corrections;
\nReports;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Authorizations\/Certifications \u2013 Human Resources (General)<\/span><\/h3>
\nRecords relating to licenses, permits, accreditations, certifications and other authorizations (such as driver\u2019s 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.
\n
\nDAN: <\/b><\/span>GS 03046
\nCutoff:\u00a0<\/b><\/span>After authorization\/certification superseded or terminated or separation from agency, whichever is sooner
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Human Resource Management - Authorization\/Certification<\/td>Applications\/confirmations;
\nReports;
\nViolations\/corrections, etc.;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Automated\/Scheduled Tasks and Work\/Intermediate\/Test Files<\/span><\/h3>
\nRecords relating to scheduled, computer-driven tasks and other work\/intermediate files.
\n
\nDAN: <\/b><\/span>GS 14015
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td>Event logs;
\nRun reports and requests;
\nTask schedules;
\nTest data sets;
\nSuccessful completion reports;
\nValid transaction files;
\nWork\/intermediate files.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Backups for Disaster Preparedness\/Recovery<\/span><\/h3>
\nRoutine\/cyclical backups of IT systems and data for the purposes of disaster preparedness and recovery.
\n
\nDAN: <\/b><\/span>GS 14011
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Asset Management - Information Services<\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Banking \u2013 Accounts and Transactions<\/span><\/h3>
\nRecords relating to the agency\u2019s banking activities and documenting its banking transactions.
\n
\nDAN: <\/b><\/span>GS 01013
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td>Financial Management - Accounting and Fiscal<\/td>Deposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH), etc.);
\nStatements (bank, dividend, investment, etc.) and reconciliations;
\nRecords documenting the status of and adjustments to accounts;
\nChecks and warrants issued by the agency (if returned by bank);
\nChecks returned by the bank due to non-sufficient funds (NSF).
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Banking \u2013 Deposited Items<\/span><\/h3>
\nNegotiable instruments received by the agency and deposited to the bank in a different format.
\n
\nDAN: <\/b><\/span>GS 01068
\nCutoff:\u00a0<\/b><\/span>After date of deposit
\nRetention:\u00a0<\/b><\/span>14 Days
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td>Financial Management - Accounting and Fiscal<\/td>Original paper checks\/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption;
\nImages of checks\/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)).<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Benefits Enrollment and Participation<\/span><\/h3>
\nRecords 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.
\n
\nDAN: <\/b><\/span>GS 03048
\nCutoff:\u00a0<\/b><\/span>After date of separation from agency or withdrawal from participation, whichever is sooner
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Benefits<\/td>Human Resource Management - Benefits<\/td>Determinations of eligibility;
\nApplications for enrollment\/participation;
\nName, address, status and dependent modifications\/changes. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Bicycle Registration<\/span><\/h3>
\nRecords 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.
\n
\nDAN: <\/b><\/span>17-12-69140
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Bids and Proposals \u2013 Successful<\/span><\/h3>
\nRecords 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.
\n
\nDAN: <\/b><\/span>GS 06004
\nCutoff:\u00a0<\/b><\/span>After completion of purchase or fulfillment of contract
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Contracts and Purchasing<\/td>Financial Management - Contracts and Purchasing<\/td>Request for proposal or bid (RFP), request for qualifications\/quotations (RFQQ), specifications, etc.;
\nNotices (filed with newspaper, etc.);
\nBid proposals, evaluation documents, statements of qualification, applications, etc.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Bids and Proposals \u2013 Unsuccessful<\/span><\/h3>
\nRecords 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.
\n
\nDAN: <\/b><\/span>GS 06007
\nCutoff:\u00a0<\/b><\/span>After bid award or cancellation date
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Contracts and Purchasing<\/td>Financial Management - Contracts and Purchasing<\/td>Request for proposal or bid (RFP), request for qualifications\/quotations (RFQQ), specifications, etc.;
\nNotices (filed with newspaper, etc.).
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Big Sky Conference<\/span><\/h3>
\nRecords documenting the university\u2019s relationship with the Big Sky Conference.
\n
\nDAN: <\/b><\/span>17-12-69139
\nCutoff:\u00a0<\/b><\/span>After end of calendar year
\nRetention:\u00a0<\/b><\/span>10 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Athletics<\/td>Student and Campus Services - Athletics<\/td>Reports;
\nCopies of meeting minutes;
\nRelated correspondence\/communications.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Brainstorming and Collaborating<\/span><\/h3>
\nRecords generated as part of the brainstorming\/collaboration process.
\n
\nDAN: <\/b><\/span>GS 50006
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td>Transitory<\/td>Notes written on whiteboards, flipcharts, large\/oversize paper sheets, etc.;
\nPost-it notes.
\n<\/td>		General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Business\/Work Plans<\/span><\/h3>
\nRecords relating to plans for the management of the agency\u2019s business divisions\/units, projects, assets, workforce, etc., including timelines, performance measures and areas of responsibility.
\n
\nExcludes records covered by:
\n\u2022\tDisaster Preparedness\/Emergency and Recovery Plans (DAN GS 14010);
\n\u2022\tOrganizing\/Monitoring Work in Progress (DAN GS 50011);
\n\u2022\tStrategic Plans \u2013 Final (Unpublished) (DAN GS 10001);
\n\u2022\tStrategic Plans \u2013 Development (DAN GS 09027).
\n
\nDAN: <\/b><\/span>GS 09008
\nCutoff:\u00a0<\/b><\/span>After completion\/expiration of plan
\nRetention:\u00a0<\/b><\/span>2 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>Agency Administration and Management - Planning<\/td>Final plan;
\nRecords relating to the development of the plan. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Calendars \u2013 Elected Officials and Agency Heads<\/span><\/h3>
\nRecords documenting the day-to-day meetings and other official appointments of elected officials and agency heads.
\n
\nExcludes records covered by:
\n\u2022\tOrganizing\/Monitoring Work in Progress (DAN GS 50011);
\n\u2022\tScheduling \u2013 Appointments\/Meetings (DAN GS 50014).
\n
\nDAN: <\/b><\/span>GS 10008
\nCutoff:\u00a0<\/b><\/span>After end of calendar year
\nRetention:\u00a0<\/b><\/span>4 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

General Business Records<\/td>Agency Administration and Management - Calendars<\/td>Calendar records stored in Microsoft Outlook and other calendaring software\/apps;
\nHardcopy calendars\/appointment books\/diaries\/etc. <\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Calendars \u2013 Employees (Other than Elected Officials and Agency Heads)<\/span><\/h3>
\nRecords documenting the day-to-day meetings and other work-related appointments of agency employees other than elected officials and agency heads.
\n
\nExcludes records covered by:
\n\u2022\tCalendars \u2013 Elected Officials and Agency Heads (DAN GS 10008);
\n\u2022\tOrganizing\/Monitoring Work in Progress (DAN GS 50011);
\n\u2022\tScheduling \u2013 Appointments\/Meetings (DAN GS 50014).
\n
\nDAN: <\/b><\/span>GS 09023
\nCutoff:\u00a0<\/b><\/span>After end of calendar year
\nRetention:\u00a0<\/b><\/span>1 Years
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td>Agency Administration and Management - Calendars<\/td>Calendar records stored in Microsoft Outlook and other calendaring software\/apps;
\nHardcopy calendars\/appointment books\/diaries\/etc. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Capital Construction Projects \u2013 Project Administration and Process<\/span><\/h3>
\nRecords 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:
\n\u2022\tCapital Construction Projects \u2013 Routine Buildings\/Facilities (DAN GS 21010);
\n\u2022\tCapital Construction Projects \u2013 Significant Buildings\/Facilities (DAN GS 21011).
\n
\nDAN: <\/b><\/span>GS 21014
\nCutoff:\u00a0<\/b><\/span>After project completion\/ acceptance
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Design and Construction<\/td>Asset Management - Design and Construction<\/td>Phone lists;
\nWork requisitions;
\nMeeting coordination records;
\nShop drawings not affecting the structure or operating systems of the building;
\nSchedules;
\nPunch lists;
\n\u201cRed-line\u201d drawings (\u201cas-designed\u201d drawings reflecting updates) that have been superseded by \u201cas-built\u201d drawings.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Capital Construction Projects \u2013 Routine Buildings\/Facilities<\/span><\/h3>
\nRecords 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\u2019s routine capital construction projects where the project was not proceeded with\/completed.
\n
\nExcludes records covered by:
\n\u2022\tCapital Construction Projects \u2013 Project Administration and Process (DAN GS 21014);
\n\u2022\tCapital Construction Projects \u2013 Significant Buildings\/Facilities (DAN GS 21011);
\n\u2022\tMaintenance \u2013 Major and\/or Regulated (DAN GS 21008);
\n\u2022\tMaintenance \u2013 Minor Non-Regulated (DAN GS 21002).
\n
\nDAN: <\/b><\/span>GS 21010
\nCutoff:\u00a0<\/b><\/span>After disposal of asset\/ abandonment of project
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Design and Construction<\/td>Asset Management - Design and Construction<\/td>Project meeting minutes, approval, program review and\/or comments;
\nPlans and drawings (including \u201cas-built\u201d and \u201cas-designed\u201d drawings and shop drawings affecting the structure or operating systems of the building (such as
\nelevators, structural steel, HVAC, etc.));
\nPermits and Environmental Impact Statements (EIS);
\nSpecifications, design calculations, contracts, test results, reports (including engineering, commissioning and balancing reports), modification proposals and manuals;
\nSelected images\/photographs showing major\/significant stages of the project;
\nAllotment and payment records and related documentation.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Capital Construction Projects \u2013 Significant Buildings\/Facilities<\/span><\/h3>
\nRecords 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\u2019s significant capital construction projects where the project was not proceeded with\/completed.
\n
\nExcludes records covered by:
\n\u2022\tCapital Construction Projects \u2013 Project Administration and Process (DAN GS 21014);
\n\u2022\tCapital Construction Projects \u2013 Routine Buildings\/Facilities (DAN GS 21010);
\n\u2022\tMaintenance \u2013 Major and\/or Regulated (DAN GS 21008);
\n\u2022\tMaintenance \u2013 Minor Non-Regulated (DAN GS 21002).
\n
\nDAN: <\/b><\/span>GS 21011
\nCutoff:\u00a0<\/b><\/span>After completion\/abandonment of project
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Design and Construction<\/td>Asset Management - Design and Construction<\/td>Project meeting minutes, approval, program review and\/or comments;
\nPlans and drawings (including \u201cas-built\u201d and \u201cas-designed\u201d drawings and shop drawings
\naffecting the structure or operating systems of the building);
\nPermits and Environmental Impact Statements (EIS);
\nSpecifications, design calculations, contracts, test results, reports (including engineering,
\ncommissioning and balancing reports), modification proposals and manuals;
\nSelected images\/photographs showing major\/significant stages of the project;
\nAllotment and payment records and related documentation.
\nBuildings and other facilities on the Capitol Campus;
\nHeadquarters\/main office of the agency;
\nMajor buildings\/facilities approved by the governing body\/Board of Regents on
\nuniversity\/college campuses;
\nMajor facilities operated by the agency (such as jails, hospitals, etc.);
\nHistoric or heritage-listed buildings and structures.
\n
\n<\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Career Advising \u2013 Alumni and General Public<\/span><\/h3>
\nRecords documenting advice and other services provided to alumni or other members of the public to assist them in career planning.
\n
\nDAN: <\/b><\/span>17-12-69141
\nCutoff:\u00a0<\/b><\/span>After most recent contact
\nRetention:\u00a0<\/b><\/span>2 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Advising<\/td>Student and Campus Services - Advising<\/td>Intake information, e.g., dates that services were provided;
\nAdvisor notes;
\nAssessments and other tools administered to identify an individual\u2019s interests and areas of expertise, e.g., the Strong Interest Inventory;
\nRelated correspondence\/communications.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Case Files \u2013 All Other Cases<\/span><\/h3>
\nCase reports and files assembled by law enforcement in the course of investigating any incident that is not covered by a more specific record series.
\n
\nExcludes:
\n\u2022\tCases covered by Case Files \u2013 Notorious\/Historically Significant Cases (DAN 17-12-69146);
\n\u2022\tCriminal history record information.
\n
\nDAN: <\/b><\/span>17-12-69142
\nCutoff:\u00a0<\/b><\/span>After conclusion of investigation and until exhaustion of appeals process
\nRetention:\u00a0<\/b><\/span>5 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Case Files \u2013 Homicides (Solved)<\/span><\/h3>
\nCase reports and files assembled by law enforcement in the course of investigating homicides that have been solved.
\n
\nExcludes:
\n\u2022\tCases covered by Case Files \u2013 Notorious\/Historically Significant Cases (DAN 17-12-69146);
\n\u2022\tCriminal history record information
\n
\nDAN: <\/b><\/span>17-12-69143
\nCutoff:\u00a0<\/b><\/span>After conclusion of investigation and until exhaustion of appeals process
\nRetention:\u00a0<\/b><\/span>20 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to WA State Archives<\/a> for appraisal<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Case Files \u2013 Homicides (Unsolved), Missing Persons (Not Found), and Unidentified Bodies<\/span><\/h3>
\nCase 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.
\n
\nExcludes:
\n\u2022\tCases covered by Case Files \u2013 Notorious\/Historically Significant Cases (DAN 17-12-69146);
\n\u2022\tCriminal history record information.
\n
\nDAN: <\/b><\/span>17-12-69144
\nCutoff:\u00a0<\/b><\/span>After case opened and until no longer needed for agency business
\nRetention:\u00a0<\/b><\/span>75 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to WA State Archives<\/a> for appraisal<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Case Files \u2013 Juvenile Offenders<\/span><\/h3>
\nCase reports and files assembled by law enforcement pertaining to offenses allegedly committed by juveniles.
\n
\nNote: RCW 13.50.270(4)(a)<\/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) <\/a>upon notification from the juvenile court that such records are eligible for destruction.
\n
\nDAN: <\/b><\/span>17-12-69145
\nRetention:\u00a0<\/b><\/span>Until juvenile attains 23 years of age or until notification of destruction eligibility is received from the juvenile court, whichever is sooner
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Case Files \u2013 Notorious\/Historically Significant Cases<\/span><\/h3>
\nCase reports and files assembled by law enforcement in the course of investigating cases which have gained contemporary public notoriety or significance.
\n
\nExcludes:
\n\u2022\tCases covered by Case Files \u2013 Juvenile Offenders (DAN 17-12-69145);
\n\u2022\tCases covered by Case Files \u2013 Sex Offenders and Sexually Violent Offenses (DAN 17-12-69147);
\n\u2022\tCriminal history record information.
\n
\nNote: 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<\/a>.
\n
\nDAN: <\/b><\/span>17-12-69146
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Transfer to WA State Archives<\/a> for appraisal<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Case Files \u2013 Sex Offenders and Sexually Violent Offenses<\/span><\/h3>
\nCase reports and files assembled by law enforcement in the course of investigating criminal sex or kidnapping offenses as defined in Chapter 9A.44 RCW<\/a>, sexually violent offenses as defined in RCW 71.09.020(17)<\/a>, or pertaining to a sex offender as defined in Chapter 9A.44 RCW<\/a>.
\n
\nExcludes:
\n\u2022 Criminal history record information.
\n
\nNote: Records of any investigative reports pertaining to sex offenders as defined in Chapter 9A.44 RCW<\/a> or sexually violent offenses as defined in RCW 71.09.020<\/a> 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)<\/a>.
\n
\nDAN: <\/b><\/span>17-12-69147
\nCutoff:\u00a0<\/b><\/span>After conclusion of investigation and until exhaustion of appeals process
\nRetention:\u00a0<\/b><\/span>5 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to Washington Association of Sheriffs and Police Chiefs<\/a> for permanent retention<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Bond and bail information;
\nLatent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Catalog<\/span><\/h3>
\nRecords describing the library information sources owned by the agency.
\n
\nDAN: <\/b><\/span>GS 15021
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

University Services<\/td>Information Management - Library Services<\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Celebrations\/Ceremonies\/Events \u2013 Routine<\/span><\/h3>
\nRecords relating to the agency\u2019s involvement in routine celebrations\/ceremonies\/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.).
\n
\nExcludes records covered by:
\n\u2022\tAdvertising and Promotion (DAN GS 05006);
\n\u2022\tCelebrations\/Ceremonies\/Events \u2013 Significant (DAN GS 05009);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001).
\n
\nDAN: <\/b><\/span>GS 05008
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

Community and External Relations<\/td>Agency Administration and Management - Community and External Relations<\/td>Photographs, audio\/visual recordings; etc.;
\nWebsites, social media sites, etc.;
\nPlanning and coordination records. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Celebrations\/Ceremonies\/Events \u2013 Significant<\/span><\/h3>
\nRecords relating to the agency\u2019s 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.).
\n
\nExcludes records covered by:
\n\u2022\tAdvertising and Promotion (DAN GS 05006);
\n\u2022\tCelebrations\/Ceremonies\/Events \u2013 Routine (DAN GS 05008);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001).
\n
\nDAN: <\/b><\/span>GS 05009
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Community and External Relations<\/td>Agency Administration and Management - Community and External Relations<\/td>Programs, lists of VIPs in attendance, etc.;
\nPhotographs, audio\/visual recordings, transcripts of speeches;
\nSamples\/designs of logos, commemorative items;
\nWebsites, social media sites, etc.;
\nPlanning and coordination records. <\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Charity Fundraising<\/span><\/h3>
\nRecords relating to the agency\u2019s coordination, participation and support of fundraising campaigns and promoting employee payroll deductions for charities.
\n
\nExcludes:
\n\u2022\tAuthorization of payroll deductions covered by Payroll Files \u2013 Employee Pay History (DAN GS 03031) and Payroll Register (DAN GS 01060);
\n\u2022\tOffice of the Secretary of State\u2019s records related to the whole of government coordination of the Combined Fund Drive.
\n
\nDAN: <\/b><\/span>GS 09021
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Community and External Relations<\/td>Agency Administration and Management - Community and External Relations<\/td>Decision process for selecting charity campaigns to support;
\nCommunication between the agency and charities;
\nDissemination of charity information;
\nArrangements and promotion of campaign events.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Circulation<\/span><\/h3>
\nRecords relating to the borrowing, lending and returning of items in the library\u2019s collection.
\n
\nDAN: <\/b><\/span>GS 15022
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Information Management - Library Services<\/td>Item circulation history;
\nUser\/patron records (applications for membership, borrower registrations, parent\/guardian permissions).<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Citations\/Notices of Infraction \u2013 Issued to Officer<\/span><\/h3>
\nRecords documenting the issuance of blank, pre-numbered citations\/notices of infraction to officers in accordance with RCW 46.64.010<\/a>.
\n
\nDAN: <\/b><\/span>17-12-69148
\nCutoff:\u00a0<\/b><\/span>After date of issuance or until completion of State Auditor\u2019s report, whichever is sooner
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Voided citations\/tickets;
\nReceipts for books and\/or devices issued.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Citations\/Notices of Infraction Issued \u2013 All Others<\/span><\/h3>
\nRecords relating to criminal or non-criminal citations issued to alleged violators in accordance with RCW 46.64.010(4)<\/a>.
\n
\nExcludes:
\n\u2022 Citations\/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol;
\n\u2022 Records covered by Citations\/Notices of Infraction Issued \u2013 Driving Under the Influence (DAN 17-12-69150).
\n
\nDAN: <\/b><\/span>17-12-69149
\nCutoff:\u00a0<\/b><\/span>After date of issuance or until completion of state auditor's report, whichever is sooner
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Originals and\/or duplicates of issued citations;
\nDocumentation of disposition of the charge when applicable. <\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Citations\/Notices of Infraction Issued \u2013 Driving Under the Influence<\/span><\/h3>
\nRecords 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<\/a>.
\n
\nExcludes:
\n\u2022 Citations\/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol;
\n\u2022 Records covered by Citations\/Notices of Infraction Issued \u2013 All Others (DAN 17-12-69149).
\n
\nNote: RCW 46.61.502<\/a> 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.
\n
\nDAN: <\/b><\/span>17-12-69150
\nCutoff:\u00a0<\/b><\/span>After date of issuance
\nRetention:\u00a0<\/b><\/span>10 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td>Citations\/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol;
\nRecords covered by Citations\/Notices of Infraction Issued \u2013 All Others (DAN 17-12- 69149).
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Class Registration<\/span><\/h3>
\nRecords documenting the process of class registration for individual students. Includes this information maintained in systems such as Banner.
\n
\nDAN: <\/b><\/span>89-05-44373
\nCutoff:\u00a0<\/b><\/span>After end of academic year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td>Student Administration - Enrollment and Registration<\/td>Student name and number;
\nQuarter of enrollment;
\nCourse numbers and class sections;
\nNumber of credits and grade type (e.g., letter grade, credit\/no credit, audit);
\nTotal credit hours.
\nAdd\/drop forms;
\nArranged course permits and independent study and variable credit courses;
\nSummer workshop registrations.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Client History (Age 21 and Over)<\/span><\/h3>
\nRecords documenting the medical and\/or counseling history of individuals who have received services from a University health service and are 21 years of age or older at time of last visit.
\n
\nDAN: <\/b><\/span>20-10-69582
\nCutoff:\u00a0<\/b><\/span>After date of last visit
\nRetention:\u00a0<\/b><\/span>8 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Student and Campus Services - Health Services<\/td>Write-ups of counseling sessions;
\nPsychological evaluations of clients;
\nTreatment summaries;
\nX-rays;
\nVisit summaries;
\nX-rays;
\nLab records;
\nImmunizations;
\nPatient.<\/td>		EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Client History (Under Age 21)<\/span><\/h3>
\nRecords documenting the medical and\/or counseling history of individuals who have received services from a University health service and are under the age of 21 at time of last visit.
\n
\nDAN: <\/b><\/span>23-10-69698
\nCutoff:\u00a0<\/b><\/span>After client reaches age 21
\nRetention:\u00a0<\/b><\/span>8 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Student and Campus Services - Health Services<\/td>Write-ups of counseling sessions;
\r\nPsychological evaluations of clients;
\r\nTreatment summaries;
\r\nX-rays;
\r\nVisit summaries;
\r\nX-rays;
\r\nLab records;
\r\nImmunizations;
\r\nPatient.<\/td>		EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Client\/Customer Feedback and Complaints<\/span><\/h3>
\nRecords relating to the capturing and receiving of feedback\/information\/data (including complaints) from the agency\u2019s clients\/customers concerning policies, procedures, business practices, customer service, etc., where not covered by a more specific records series.
\n
\nExcludes records covered by Whistleblower Investigations (DAN GS 04004).
\n
\nNote: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080<\/a>).
\n
\nDAN: <\/b><\/span>GS 09016
\nCutoff:\u00a0<\/b><\/span>After feedback received\/resolution of complaint
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Community and External Relations<\/td>Agency Administration and Management - Community and External Relations<\/td>Thank-you messages, kudos, etc.;
\nClient\/customer satisfaction surveys (including the design and distribution of such surveys);
\nInternal and external correspondence\/communications relating to complaints, their investigation and resolution.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Code Blue Station Test Log<\/span><\/h3>
\nRecords 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.
\n
\nExcludes maintenance records covered by:
\n\u2022 Maintenance \u2013 Minor Non-Regulated (DAN GS 21002);
\n\u2022 Maintenance \u2013 Major and\/or Regulated (DAN GS 21008).
\n
\nDAN: <\/b><\/span>17-12-69153
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Collection Control<\/span><\/h3>
\nRecords documenting the physical control of the library\u2019s collection.
\n
\nDAN: <\/b><\/span>GS 15023
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Information Management - Library Services<\/td>Accession and deaccession (discard) of items;
\nFinding aids;
\nInterlibrary loans;
\nShelf list\/inventory of holdings. <\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Commute Trip Reduction (CTR) Program<\/span><\/h3>
\nRecords relating to an agency\u2019s 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.
\n
\nDAN: <\/b><\/span>GS 03037
\nCutoff:\u00a0<\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Benefits<\/td>Human Resource Management - Benefits<\/td>Bonus voucher certification forms;
\nRegistration and participant forms;
\nIncentives;
\nParking tracking files;
\nCTR performance evaluations\/reports\/surveys\/questionnaires.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Complaints and Grievances \u2013 Exonerated<\/span><\/h3>
\nRecords 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.
\n
\nNote: Records may be retained upon employee request and in case of pending legal action (reference RCW 41.06.450<\/a> and WAC 357-22-040<\/a>).
\n
\nNote: RCW 40.14.050<\/a> and RCW 40.14.060<\/a> 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.
\n
\nDAN: <\/b><\/span>GS 03006
\nRetention:\u00a0<\/b><\/span>Until exoneration
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td>Human Resource Management - Misconduct\/Discipline\/Grievances<\/td>Filed complaints and grievances;
\nSupporting documentation;
\nAgency response and decisions;
\nLegal actions, arbitration or mediation efforts;
\nDeterminations and appeals.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Complaints and Grievances \u2013 Upheld<\/span><\/h3>
\nRecords 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.
\n
\nNote: RCW 40.14.050<\/a> and RCW 40.14.060<\/a> 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.
\n
\nDAN: <\/b><\/span>GS 03003
\nCutoff: <\/b><\/span>After final determination of case
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td>Human Resource Management - Misconduct\/Discipline\/Grievances<\/td>Filed complaints and grievances;
\nSupporting documentation;
\nAgency response and decisions;
\nLegal actions, arbitration or mediation efforts;
\nDeterminations and appeals.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Compulsory Process Served on the Agency (Not Party to Litigation)<\/span><\/h3>
\nRecords relating to court orders, subpoenas, and other compulsory legal process served on the agency, where the agency is not a party to the litigation.
\nIncludes, but is not limited to:
\n- Personnel\/staff summonses or notices of deposition;
\n- Subpoenas or court orders for agency records.
\n
\nExcludes records covered by Litigation Case Files \u2013 Significant (DAN GS 18009) and Litigation
\nCase Files \u2013 Routine (DAN GS 18004).\t
\n
\nDAN: <\/b><\/span>GS 18006
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td>Human Resource Management - Misconduct\/Discipline\/Grievances<\/td>Filed complaints and grievances;
\nSupporting documentation;
\nAgency response and decisions;
\nLegal actions, arbitration or mediation efforts;
\nDeterminations and appeals.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Contact Information<\/span><\/h3>
\nRecords relating to the contact details of external clients\/stakeholders the agency has gathered\/received and the maintenance of such lists\/collections.
\n
\nDAN: <\/b><\/span>GS 50007
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Transitory<\/td>Transitory<\/td>Business cards;
\nContact details stored in Microsoft Outlook and other contact databases;
\nMailing lists, email distribution lists, listserv\/RSS subscriber details, etc.;
\nRequests to be added\/removed from the agency\u2019s contact lists (includes mail\/communications returned as undeliverable);
\nQuality assurance checks;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Contracts and Agreements<\/span><\/h3>
\nInstruments 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.
\n
\nDAN: <\/b><\/span>GS 01050
\nCutoff: <\/b><\/span>After termination or expiration of instrument
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Contracts and Purchasing<\/td>Financial Management - Contracts and Purchasing<\/td>Interagency, interagency and inter-governmental agreements;
\nLease, escrow and rental agreements;
\nLending agreements (facility, equipment, vehicle);
\nLiability waivers (hold harmless, insurance, etc.);
\nLoan agreements (long-term debt, etc.);
\nMaster depository contract (banking);
\nPersonal service, client service, purchasing agreements;
\nPurchase and sales agreements (non-capital asset purchases only);
\nVendor bonds;
\nWarranties;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Conversion\/Conservation \u2013 Archival Records<\/span><\/h3>
\nRecords documenting the process of converting the agency\u2019s 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.
\n
\nDAN: <\/b><\/span>GS 11011
\nRetention:\u00a0<\/b><\/span>Until the converted\/repaired Archival records are transferred to Washington State Archives
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Records Mgmt<\/td>Information Management - Records Management<\/td>Migration of digital records (mapping schemas, testing reports, etc.);
\nDigitization of paper-based records (tests, inspection results, etc.);
\nMicrofilming of digital and\/or paper-based records (arrangement of originals, guide sheets, etc.);
\nTransfer of magnetic recordings;
\nRecords documenting conservation (repair\/stabilization) treatments performed on public records.
\n<\/td>		General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Conversion\/Conservation \u2013 Non-Archival Records<\/span><\/h3>
\nRecords documenting the process of converting the agency\u2019s 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.
\n
\nDAN: <\/b><\/span>GS 11013
\nRetention:\u00a0<\/b><\/span>Until the converted\/repaired Non- Archival records have been destroyed in accordance with a current approved records retention schedule
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td>Information Management - Records Management<\/td>Migration of digital records (mapping schemas, testing reports, etc.);
\nDigitization of paper-based records (tests, inspection results, etc.);
\nMicrofilming of digital and\/or paper-based records (arrangement of originals, guide sheets, etc.);
\nTransfer of magnetic recordings;
\nRecords documenting conservation (repair\/stabilization) treatments performed on public records.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Corrective Actions \u2013 Audits (Development of Plans)<\/span><\/h3>
\nRecords relating to the development of corrective action plans to address issues\/findings raised in internal and external audits\/reviews.
\n
\nDAN: <\/b><\/span>GS 04008
\nRetention:\u00a0<\/b><\/span>Until completion and acceptance of final plan
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Auditing<\/td>Agency Administration and Management - Auditing<\/td>Preliminary drafts of corrective action plans;
\nWorking notes;
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Corrective Actions \u2013 Audits<\/span><\/h3>
\nRecords relating to the actions taken by the agency to address issues\/findings raised in internal and external audits\/reviews.
\n
\nExcludes:
\n\u2022\tRecords covered by Corrective Actions \u2013 Audits (Development of Plans) (DAN GS 04008);
\n\u2022\tRecords of the Office of Financial Management of corrective action reports received from other agencies.
\n
\nDAN: <\/b><\/span>GS 04007
\nCutoff: <\/b><\/span>After matter resolved
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Auditing<\/td>Agency Administration and Management - Auditing<\/td>Corrective action plans;
\nCertificates of completion;
\nReporting 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;
\nRelated correspondence\/communications. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Coursework Grades\/Scores\/Comments<\/span><\/h3>
\nRecords maintained by instructor documenting individual students\u2019 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.
\n
\nExcludes student scores for tests, exams, and other assessments that are administered to determine level of subject proficiency and\/or to authorize students for course credit or possible exemption from taking a course, which are covered by Examination Scores \u2013 Proficiency\/Placement or Credit by Exam (DAN 89-05-44366).
\n
\nDAN: <\/b><\/span>87-10-40997
\nCutoff: <\/b><\/span>After assignment of final grade
\nRetention:\u00a0<\/b><\/span>2 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td>Teaching and Learning - Assessment\/Evaluation<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

COVID-19 Vaccination Status Verification Records<\/span><\/h3>
\nRecords documenting the agency\u2019s compliance with its process for verifying the COVID-19 vaccination status of its employees in accordance with Department of Labor and Industries\u2019 Division of Occupational Safety and Health (DOSH) Directives (1.70<\/a>)and (11.80<\/a>).
\n
\nDAN: <\/b><\/span>GS 03058
\nRetention:\u00a0<\/b><\/span>Until No Longer Needed
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Criminal History Background Check Logs<\/span><\/h3>
\nLogs documenting criminal history inquiries made through Washington State Patrol\u2019s ACCESS system.
\n
\nDAN: <\/b><\/span>17-12-69154
\nRetention:\u00a0<\/b><\/span>Until completion of Washington State Patrol audit
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td>Student and Campus Services - Police and Parking Services<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Curriculum and Course Proposals (Approved\/Denied)<\/span><\/h3>
\nProvides documentation of the planning and development of academic courses and programs that have been approved.
\n
\nDAN: <\/b><\/span>75-02-09159
\nCutoff: <\/b><\/strong>After end of calendar year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Academic Records<\/td>Teaching and Learning - Curriculum Development<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Curriculum\/Courses<\/span><\/h3>
\nThese files contain all information regarding curriculum\/course matters (curriculum changes, course additions, deletions, changes; special topics; course propaganda; catalog information; enrollments; class schedules).
\n
\nDAN: <\/b><\/span>92-12-51504
\nCutoff: <\/b><\/span>After superseded
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Academic Records<\/td>Teaching and Learning - Curriculum Development<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Destruction of Public Records<\/span><\/h3>
\nRecords documenting the destruction of the agency\u2019s public records.
\n
\nDAN: <\/b><\/span>GS 11005
\nRetention:\u00a0<\/b><\/span>Life of the University
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td>Information Management - Records Management<\/td>Destruction logs;
\nAffidavits;
\nAgency authorizations;
\nCertificates\/notices of destruction.
\n<\/td>		General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Disability Services \u2013 Accommodations<\/span><\/h3>
\nRecords documenting services requested and\/or provided to individual students with disabilities in compliance with Section 504 of the Rehabilitation Act of 1973<\/a>, the Americans with Disabilities Act (ADA) of 1990<\/a>, and the ADA Amendments Act of 2008.<\/a>
\n
\nDAN: <\/b><\/span>17-12-69155
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

University Services<\/td>Student and Campus Services - Disability Services<\/td>Requests for services and accompanying documentation;
\nAgency response, including accommodations identified and provided.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Disbursement of Agency Supplies\/Consumables<\/span><\/h3>
\nRecords documenting the disbursement of agency supplies (such as office supplies, fuel, parts and other consumables).
\n
\nDAN: <\/b><\/span>GS 16005
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Operations and Use<\/td>Asset Management - Operations and Use<\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Disciplinary Investigations for Exonerated Students<\/span><\/h3>
\nRecords documenting the investigation into possible violation of Student Conduct Code (chapter 172-121 WAC<\/a>) for students who were subsequently exonerated.
\n
\nDAN: <\/b><\/span>17-12-69156
\nCutoff: <\/b><\/span>After completion of investigation
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td>Asset Management - Operations and Use<\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Disclosure of Former Employee Information to Prospective Employers<\/span><\/h3>
\nRecords 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<\/a>.
\n
\nNote: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080<\/a>) and 2-year requirement in RCW 4.24.730<\/a>.
\n
\nDAN: <\/b><\/span>GS 03053
\nCutoff: <\/b><\/span>After disclosure of information
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td>Human Resource Management - Personnel History<\/td>Written logs;
\nDisclosure releases\/statements;
\nCopies of information provided. <\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Donations\/Gifts \u2013 Assets<\/span><\/h3>
\nRecords documenting non-cash donations, gifts, and sponsorships made directly to the University. Excludes donations made to the EWU Foundation.
\n
\nDAN: <\/b><\/span>17-12-69157
\nCutoff: <\/b><\/span>After disposition of asset and fulfillment of agreement
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Acquisition and Disposal<\/td>Development and Outreach - Donations\/Gifts<\/td>Correspondence\/communications to and from donor;
\nGifts and donations checklist;
\nTerms and agreements of the contribution made.
\nProvenance
\nCustody <\/td>		EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Donations\/Gifts \u2013 Monetary<\/span><\/h3>
\nRecords documenting monetary donations, gifts, and sponsorships made directly to the University. Excludes donations made to the EWU Foundation.
\n
\nDAN: <\/b><\/span>17-12-69158
\nCutoff: <\/b><\/span>After end of fiscal year and fulfillment of agreement
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Accounting and Fiscal<\/td>Development and Outreach - Donations\/Gifts<\/td>Correspondence\/communications to and from donor;
\nGifts and donations checklist;
\nTerms and agreements of the contribution made. <\/td>		EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Drafting and Editing<\/span><\/h3>
\nRecords relating to the drafting\/editing of correspondence, documents and publications.
\n
\nDAN: <\/b><\/span>GS 50008
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td>Transitory<\/td>Preliminary 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;
\nEdits\/suggestions\/directions (such as handwritten annotations\/notes, track changes information\/comments in Microsoft Word, etc.);
\nElectronic documents created solely for printing (such as signs, mailing labels, etc.);
\nRelated correspondence\/communications.
\n<\/td>		General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Electronic Documents Used to Create Signed Paper Records<\/span><\/h3>
\nElectronic 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.
\n
\nNote: Agencies should still create and retain copies of signed letters as evidence of the business transaction.
\n
\nDAN: <\/b><\/span>GS 50009
\nRetention:\u00a0<\/b><\/span>Until no longer needed
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td>Transitory<\/td>Microsoft Word versions of minutes\/letters\/correspondence\/etc. used to print the hard copy that gets signed.<\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Emergency\/Disaster Preparedness \u2013 Contact Information<\/span><\/h3>
\nPersonal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster.
\n
\nDAN: <\/b><\/span>GS 25004
\nRetention:\u00a0<\/b><\/span>Until obsolete or superseded
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td>AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS\/RESPONSE<\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Emergency\/Disaster Preparedness and Recovery Plans<\/span><\/h3>
\nRecords relating to disaster preparedness, response and recovery plans prepared for any aspect of the agency\u2019s operations and assets.
\n
\nNote: Retention based on 3-year statute of limitations for personal injury ( RCW 4.16.080<\/a>).
\n
\nDAN: <\/b><\/span>GS 14010
\nCutoff: <\/b><\/span>After obsolete or superseded
\nRetention:\u00a0<\/b><\/span>3 Years
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td>AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS\/RESPONSE<\/td>Employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567.<\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Emergency\/Disaster Response\/Recovery \u2013 Minor\/Routine<\/span><\/h3>
\nRecords relating to the agency\u2019s 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.
\n
\nExcludes records of the Military Department
\n
\nDAN: <\/b><\/span>GS 25005
\nCutoff: <\/b><\/span>After matter resolved\/recovery complete
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td>AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS\/RESPONSE<\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Emergency\/Disaster Response\/Recovery \u2013 Significant<\/span><\/h3>
\nRecords relating to the agency\u2019s 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.
\n
\nExcludes records of agencies that respond to emergencies\/disasters as part of their core
\nmission (such as Military Department, Department of Health, Washington State Patrol,
\netc.).
\n
\nDAN: <\/b><\/span>GS 25006
\nCutoff: <\/b><\/span>After matter resolved\/recovery complete
\nRetention:\u00a0<\/b><\/span>6 Years
\nDisposition:\u00a0<\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

General Business Records<\/td>AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS\/RESPONSE<\/td>COVID-19<\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Employee Medical and Exposure Records<\/span><\/h3>
\nRecords comprising the employee medical and exposure records as defined and managed in accordance with chapter 296-802 WAC<\/a>.
\n
\nNote: For more information on requirements for retaining employee health and medical records see chapter 296-802 WAC<\/a> and RCW 49.17.220<\/a>.
\n
\nDAN: <\/b><\/span>GS 03039
\nCutoff: <\/b><\/span>After date of separation from agency
\nRetention:\u00a0<\/b><\/span>30 Years
\nDisposition:\u00a0<\/b><\/span>Shred or Delete<\/td>

Occupational Health and Safety<\/td>HUMAN RESOURCE MANAGEMENT - OCCUPATIONAL HEALTH AND SAFETY<\/td>\u2022\tRecords concerning the health status of an employee which are made or maintained by a physician, nurse, or other health care personnel or technician;
\n\u2022\tMedical surveillance and exposure documentation;
\n\u2022\tMedical diagnosis stemming from exposure;
\n\u2022\tAudiology history records (if position puts employee at risk for hearing loss);
\n\u2022\tIndustrial hygiene monitoring.
\n<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Employment Eligibility \u2013 U.S. Citizenship and Immigration Services (USCIS)<\/span><\/h3>
\nRecords relating to the verification of employment eligibility within the United States.
\n
\nReference: 8 CFR \u00a7 274a.2<\/a>, 20 CFR \u00a7 655.760<\/a>.
\n
\nNote: This series applies to any applicants that are actually hired. For those not hired, their recruitment records are to be covered under Recruitment \u2013 Employee (DAN GS 03012).
\n
\nDAN:\u00a0<\/b><\/span>GS 03036
\nCutoff: <\/b><\/span>After date of hire or 1 year after separation from agency, whichever is later
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Enrollment Reports<\/span><\/h3>
\nCompilations of data generated by or distributed to departments and individual instructors regarding student enrollment, courses, grade distribution, scholarship, ethnicity of students, etc. Includes this information maintained in systems such as Banner.
\n
\nDAN:\u00a0<\/b><\/span>85-04-35289
\nCutoff: <\/b><\/span>After end of academic quarter
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td>Class enrollment count;
\nClass standing report;
\nDegrees by quarter report;
\nAcademic probation list.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Entry\/Exit Logs - Facilities (COVID-19 Checks\/Logs)<\/span><\/h3>
\nRecords documenting COVID-19-related checks\/logs of staff and visitors to agency facilities.
\n
\nExclude records covered by Entry\/Exit Logs \u2013 Facilities (DAN GS 25007).
\n
\nDAN:\u00a0<\/b><\/span>GS 25009
\nRetention: <\/b><\/span>Until No Longer Needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Security<\/td>Security<\/td>Wellness\/temperature checks;
\nContact details captured solely for tracing purposes;
\nRecords relating to contact tracing by the agency; attestation; daily symptom check<\/td>		General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Entry\/Exit Logs \u2013 Facilities<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records covered by Security Incidents and Data\/Privacy Breaches (DAN GS 25008).
\n
\nDAN:\u00a0<\/b><\/span>GS 25007
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Security<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Establishment\/Development History of Agency\/Programs<\/span><\/h3>
\nRecords documenting the planning, establishment and significant changes\/developments of the agency and its programs.
\n
\nDAN:\u00a0<\/b><\/span>GS 10013
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Examination Scores \u2013 Proficiency\/Placement or Credit by Exam<\/span><\/h3>
\nRecords 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.
\n
\nExcludes student scores for tests, exams, and other assessments that are administered as part of a course, which are covered by Coursework Grades\/Scores\/Comments (DAN 87-10-40997)
\n
\nDAN:\u00a0<\/b><\/span>89-05-44366
\nCutoff: <\/b><\/span>After after graduation or after date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td>Compass Placement Testing (CPT);
\nMathematics Placement Tests (MPT).<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Examinations and Answer Sheets \u2013 Proficiency\/Placement or Credit by Exam<\/span><\/h3>
\nRecords 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 \u2013 Not Retrieved (DAN 17-12-69175).
\n
\nExcludes 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 \u2013 Not Retrieved (DAN 17-12-69175).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69159
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>1 Year
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td>English Placement Tests;
\nMathematics Placement Tests (MPT).<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Exit Interview \u2013 Personnel<\/span><\/h3>
\nDocumentation of information gained during an exit interview with an employee separating from the agency.
\n
\nDAN:\u00a0<\/b><\/span>GS 03040
\nCutoff: <\/b><\/span>After exit interview completed
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

External Audits\/Reviews of Agency \u2013 Final Reports<\/span><\/h3>
\nRecords relating to the final outcome of audits conducted by either the State Auditor\u2019s Office or other external organizations.
\n
\nExcludes:
\n\u2022\tRecords covered by Grants Received by Agency (DAN GS 23004);
\n\u2022\tRecords of the State Auditor\u2019s Office.
\n
\nDAN:\u00a0<\/b><\/span>GS 04006
\nCutoff: <\/b><\/span>After audit report date
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

External Audits\/Reviews of the Agency \u2013 Interactions<\/span><\/h3>
\nRecords relating to the agency\u2019s interactions with the external agency\/organization conducting the audit\/review of the agency.
\n
\nExcludes records covered by External Audits\/Reviews of the Agency \u2013 Final Reports (DAN
\nGS 04006).
\n
\nDAN:\u00a0<\/b><\/span>GS 04009
\nRetention: <\/b><\/span>Until conclusion of audit
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Facility Systems and Equipment \u2013 Installation<\/span><\/h3>
\nRecords 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:
\n\u2022\tAudio\/visual systems\/equipment;
\n\u2022\tFire and life safety (alarms, sprinklers, etc.);
\n\u2022\tHeating, ventilating and air conditioning (HVAC);
\n\u2022\tInformation technology (IT) wiring;
\n\u2022\tSecurity systems\/equipment (alarms, keys, locks, etc.).
\n
\nDAN:\u00a0<\/b><\/span>GS 21015
\nCutoff: <\/b><\/span>After disposal of systems\/equipment
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Design and Construction<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Financial Aid Reports \u2013 Internal<\/span><\/h3>
\nAggregate\/summary records documenting disbursements and financial aid status, where not covered by a more specific record series.
\n
\nExcludes:
\n\u2022\tRequired reporting covered by Institutional Eligibility \u2013 Financial Aid (DAN 83-10-32929);
\n\u2022\tAid packaging reports covered by Student Aid Eligibility Determination\/Tracking (DAN 17-12-69187).
\n
\nDAN:\u00a0<\/b><\/span>84-08-34409
\nCutoff: <\/b><\/span>After end of award year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td>Summary disbursement reports (daily, weekly, monthly, etc.);
\nCancellation journals.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Financial Disputes and Collections<\/span><\/h3>
\nRecords relating to the agency\u2019s financial disputes and attempts to collect funds where litigation has not commenced.
\n
\nDAN:\u00a0<\/b><\/span>GS 01003
\nCutoff: <\/b><\/span>After matter resolved
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Financial Transactions \u2013 General<\/span><\/h3>
\nRecords documenting all resources received and expended by the agency provided the receipts and expenditures are not for bond or grant projects.
\n
\nDAN:\u00a0<\/b><\/span>GS 01001
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Financial Transactions \u2013 Sensitive Cardholder Data<\/span><\/h3>
\nSpecific 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.
\nSensitive cardholder data elements include:
\n\u2022\tPrimary Account Number (PAN) and credit card number, if different;
\n\u2022\tSensitive 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).
\n
\nDAN:\u00a0<\/b><\/span>GS 01070
\nRetention: <\/b><\/span>Until completion of transaction
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Food Service Inspections<\/span><\/h3>
\nRecords documenting Food Service inspections that are administered periodically to ensure the facility meets the required standards and regulations.
\n
\nDAN:\u00a0<\/b><\/span>93-05-52348
\nCutoff: <\/b><\/span>After completion of inspection and violations (if any) corrected\/resolved
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

University Services<\/td><\/td>Inspection reports;
\nCorrection plans;
\nProgress reports;
\nRelated communications.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Forms \u2013 Accountable<\/span><\/h3>
\nUnused, pre-numbered forms such as checks, receipts, invoices, meal tickets and licenses.
\n
\nNote: These records are retained for audit purposes.
\n
\nDAN:\u00a0<\/b><\/span>GS 12004
\nCutoff: <\/b><\/span>After end of fiscal year in which form was created\/printed
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Forms \u2013 Development<\/span><\/h3>
\nRecords relating to the design, creation and revision of agency-created forms.
\n
\nDAN:\u00a0<\/b><\/span>GS 12001
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Forms \u2013 Inventory Files<\/span><\/h3>
\nInventories of stocks of forms on hand.
\n
\nDAN:\u00a0<\/b><\/span>GS 12003
\nRetention: <\/b><\/span>Until superseded or obsolete
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Forms \u2013 Master Set<\/span><\/h3>
\nMaster set of all forms created by the agency. Also includes source materials (.pdfs, camera-ready masters, original photographs\/images, etc.).
\n
\nDAN:\u00a0<\/b><\/span>GS 12005
\nRetention: <\/b><\/span>Until use of form ceases
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Fundraising Efforts<\/span><\/h3>
\nRecords 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.
\n
\nExcludes:
\n\u2022\tRecords relating to University fundraising efforts for charity, covered by Charity Fundraising (DAN GS 09021);
\n\u2022\tRecords documenting fundraising efforts for charity by ASEWU Council-recognized clubs and organizations, which are not University records;
\n\u2022\tRecords relating to fundraising efforts by clubs and organizations that are not recognized by the ASEWU Council, which are not University records;
\n\u2022\tRecords of fundraising efforts by the EWU Foundation.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69160
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td>Fundraising activities;
\nAdvertising;
\nRelated correspondence\/communications.
\n<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

General Information \u2013 External<\/span><\/h3>
\nInformation received from other agencies, commercial firms or private institutions, which requires no action and is no longer needed for agency business purposes.
\n
\nDAN:\u00a0<\/b><\/span>GS 50004
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Governing\/Executive\/Policy-Setting Body Records<\/span><\/h3>
\nRecords documenting the actions, meetings and membership of the agency\u2019s 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.
\n
\nExcludes appointment records of the Office of the Governor and other records covered by:
\n\u2022\tAdvisory Body Records (DAN GS 10015);
\n\u2022\tMeeting Arrangements (DAN GS 09024);
\n\u2022\tMeeting Materials \u2013 Members\u2019 Copies\/Notes (DAN GS 09026).
\n
\nDAN:\u00a0<\/b><\/span>GS 10004
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Meetings and Board\/Committee Support<\/td><\/td><\/td>General State<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Grade Confirmation and Class\/Rank Reports<\/span><\/h3>
\nRecords documenting the reporting by Records and Registration of final quarterly student grades, including students\u2019 rank within their class, to academic departments.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69161
\nCutoff: <\/b><\/span>After end of academic quarter
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grade Input and Grade Changes<\/span><\/h3>
\nRecords documenting the entry of new and revised quarterly final coursework grades into students\u2019 academic records
\n
\nDAN:\u00a0<\/b><\/span>98-07-55813
\nCutoff: <\/b><\/span>After end of academic quarter
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td>Grades entered by instructor directly into transcript record;
\nGrades submitted to Records and Registration by instructor for subsequent entry into transcript record;
\nReports of Incomplete.<\/td>		EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grants Issued by Agency \u2013 Applications (Denied)<\/span><\/h3>
\nRecords relating to grant applications that were denied by the agency.
\n
\nDAN:\u00a0<\/b><\/span>GS 23002
\nCutoff: <\/b><\/span>After grant application denied
\nRetention: <\/b><\/span>1 Year
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Grants Management<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grants Issued by Agency \u2013 Applications (Successful)<\/span><\/h3>
\nRecords relating to grants administered and\/or issued by state agencies, including continuous grants.
\n
\nDAN:\u00a0<\/b><\/span>GS 23001
\nCutoff: <\/b><\/span>After end of funding period\/grant cycle and completion of all grant requirements for that cycle
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Grants Management<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grants Issued by Agency \u2013 Program Administration<\/span><\/h3>
\nRecords relating to the agency\u2019s administration of grant and other financial assistance programs (such as loans, scholarships, etc.).
\n
\nDAN:\u00a0<\/b><\/span>GS 23003
\nCutoff: <\/b><\/span>After end of funding period\/grant cycle
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Grants Management<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grants Received by Agency \u2013 Unsuccessful Applications<\/span><\/h3>
\nRecords relating to unsuccessful grant applications made by the state agency to grant-issuing entities.
\n
\nDAN:\u00a0<\/b><\/span>GS 23006
\nRetention: <\/b><\/span>Until no longer needed for agency business
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Grants Management<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Grants Received by Agency<\/span><\/h3>
\nRecords relating to grant projects and funds received and expended by state agencies, including any continuous grants.
\n
\nNote: 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 23004
\nCutoff: <\/b><\/span>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.)
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Grants Management<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Helpdesk Requests<\/span><\/h3>
\nRecords relating to requests for advice and assistance in using the agency\u2019s information technology and telecommunications equipment, systems and applications.
\n
\nDAN:\u00a0<\/b><\/span>GS 14029
\nRetention: <\/b><\/span>Until finalization of request
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

University Services<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Honorary Degrees<\/span><\/h3>
\nRecords documenting the conferral by the University of honorary master\u2019s or doctorate-level degrees, in accordance with RCW 28B.35.205(2) and\/or (3)<\/a> and EWU Policy 303-04<\/a>.
\n
\nExcludes Board of Trustees minutes, agendas, and meeting files covered by Governing\/Executive\/Policy-Setting Body Records (DAN GS 10004).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69162
\nCutoff: <\/b><\/span>After degree is awarded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Graduation<\/td><\/td>Degrees awarded to persons in recognition of their learning or devotion to education, literature, art, or science;
\nDegrees awarded to persons who were students at the university in 1942 and did not graduate because they were ordered into an internment camp.<\/td>		EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Immigration\/Visa Advising \u2013 Foreign Students<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69164
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Advising<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Informational Notifications\/Communications<\/span><\/h3>
\nRecords communicating basic\/routine short-term information (regardless of format or media used) that:
\n\u2022\tDo not document agency decisions\/actions;
\n\u2022\tAre not used as the basis of agency decisions\/actions; and
\n\u2022\tAre not covered by a more specific records series.
\n
\nDAN:\u00a0<\/b><\/span>GS 50001
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Injury Claims \u2013 Eye Injuries<\/span><\/h3>
\nRecords relating to claims filed by employees with eye injuries on the job.
\n
\nNote: Retention based on 10-year requirement for eye injury claims (RCW 51.32.160(1)(c)<\/a>).
\n
\nDAN:\u00a0<\/b><\/span>GS 03016
\nCutoff: <\/b><\/span>After claim settled
\nRetention: <\/b><\/span>10 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Occupational Health and Safety<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Injury Claims<\/span><\/h3>
\nRecords relating to claims filed by employees injured on the job.
\n
\nNote: Retention based on 7-year requirement for injury claims (RCW 51.32.160(1)(a)<\/a>).
\n
\nDAN:\u00a0<\/b><\/span>GS 03015
\nCutoff: <\/b><\/span>After claim settled
\nRetention: <\/b><\/span>7 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Occupational Health and Safety<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Inspections\/Monitoring \u2013 Regulated<\/span><\/h3>
\nRecords 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.
\n
\nNote: Records documenting inspecting\/monitoring of other entities\u2019 assets by the agency in its regulatory capacity are covered by the agency\u2019s specific records retention schedule.
\n
\nDAN:\u00a0<\/b><\/span>GS 21016
\nCutoff: <\/b><\/span>After end of calendar year and correction of any violations
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Maintenance, Inspection, and Monitoring<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Inspections\/Monitoring \u2013 Routine\/Non-Regulated<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 21017
\nRetention: <\/b><\/span>Until no longer needed for agency business
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Maintenance, Inspection, and Monitoring<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Institutional Animal Care and Use Committee (IACUC) \u2013 Inspections, Reports, and Evaluations<\/span><\/h3>
\nRecords 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<\/a>.
\n
\nExcludes IACUC meeting records, which are covered by Governing\/Executive\/Policy-Setting Body Records (DAN GS 10004)
\n
\nNote: 9 CFR 2.35<\/a> requires the retention of general IACUC records for at least 3 years.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69165
\nCutoff: <\/b><\/span>After date of document
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Grants Management<\/td><\/td>IACUC reviews of research proposals and ongoing review activities;
\nRequired inspections and reports;
\nScientific evaluations. <\/td>		EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Institutional Animal Care and Use Committee (IACUC) \u2013 Research Conducted<\/span><\/h3>
\nRecords which relate to specific research conducted, or which document decisions pertaining to committee actions on that research.
\n
\nNote: 9 CFR 2.35<\/a> 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.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69166
\nCutoff: <\/b><\/span>After completion\/termination of research
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Grants Management<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Institutional Eligibility \u2013 Financial Aid<\/span><\/h3>
\nRecords documenting the University\u2019s eligibility to participate in financial aid programs, including federal, campus-based programs.
\n
\nDAN:\u00a0<\/b><\/span>83-10-32929
\nCutoff: <\/b><\/span>After end of aid year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Institutional Review Board (IRB) for Human Subjects Research \u2013 Administration and Research Oversight<\/span><\/h3>
\nRecords documenting the review, monitoring, and oversight of human subject research by Eastern Washington University\u2019s Institutional Review Board (IRB) for Human Subjects Research in accordance with 45 CFR 46.115<\/a>.
\n
\nExcludes IRB meeting records covered by Governing\/Executive\/Policy-Setting Body Records (DAN GS 10004).
\n
\nNote: 45 CFR 46.115(a)<\/a> requires the retention of general IRB records for at least 3 years.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69167
\nCutoff: <\/b><\/span>After date of document
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Grants Management<\/td><\/td>Federalwide Assurance agreement with the U.S. Department of Health & Human
\nServices\u2019 Office of Human Research Protections;
\nWritten procedures for the IRB as described in 45 CFR 46.103 (b)(4) and
\n46.103(b)(5);
\nIRB member lists and credentialing, appointment letters;
\nApplications received, including title, name of investigators, date received, period
\nof approval, modifications, etc.<\/td>		EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Institutional Review Board (IRB) for Human Subjects Research \u2013 Principal Investigator Records (Research Conducted)<\/span><\/h3>
\nIRB records relating to investigator activities in human subject research including approved regulatory, certified exempt, completed, denied and withdrawn protocols.
\n
\nNote: 45 CFR 46.115(b)<\/a> requires the retention of IRB records relating to research conducted for at least 3 years after completion of the research.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69168
\nCutoff: <\/b><\/span>After completion\/termination of research
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Grants Management<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Interagency Transfers<\/span><\/h3>
\nRecords relating to the transfer process of personnel records for an employee leaving a state agency and transferring to another state agency.
\n
\nNote: Documentation of the originals sent is to remain with the originating agency and held for the same retention and disposition as the original records.
\n
\nReference: State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 03057
\nCutoff: <\/b><\/span>After transfer verification
\nRetention: <\/b><\/span>6 Months
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internal Audit Programs \u2013 Quality Assurance Reviews (Development)<\/span><\/h3>
\nRecords relating to external independent reviews of agency\u2019s internal audit programs required by the Institute of Internal Auditors\u2019 International Professional Practices Framework.
\n
\nDAN:\u00a0<\/b><\/span>GS 04011
\nRetention: <\/b><\/span>Until conclusion of review
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internal Audit Programs \u2013 Quality Assurance Reviews (Final Reports)<\/span><\/h3>
\nRecords relating to final outcome of external independent reviews of agency\u2019s internal audit programs required by the Institute of Internal Auditors\u2019 International Professional Practices Framework.
\n
\nDAN:\u00a0<\/b><\/span>GS 04012
\nCutoff: <\/b><\/span>After review report date
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internal Audits\/Consultations \u2013 Development<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 04010
\nRetention: <\/b><\/span>Until conclusion of audit\/consultation
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internal Audits\/Consultations \u2013 Final Reports and Audit Working Papers<\/span><\/h3>
\nFinal reports, audit working papers and other supporting documentation relating to the planning, methodology, conduct and conclusions of internal audits\/consultations.
\n
\nDAN:\u00a0<\/b><\/span>GS 04001
\nCutoff: <\/b><\/span>After conclusion of audit\/consultation
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internal Revenue Service (IRS) Forms \u2013 Payroll<\/span><\/h3>
\nRecords relating to the Internal Revenue Service forms to authorize or request tax withholding\/exemptions and that are held by employer.
\n
\nDAN:\u00a0<\/b><\/span>GS 03052
\nCutoff: <\/b><\/span>After superseded or date of separation from agency, whichever is sooner
\nRetention: <\/b><\/span>4 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Payroll<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Internet Browsing<\/span><\/h3>
\nRecords routinely generated as part of internet browsing.
\n
\nDAN:\u00a0<\/b><\/span>GS 50010
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Inventories \u2013 Capital Assets<\/span><\/h3>
\nRecords relating to inventories of land, buildings, furniture, equipment and other capital assets. May be used for input into the statewide reporting system.
\n
\nDAN:\u00a0<\/b><\/span>GS 16008
\nCutoff: <\/b><\/span>After superseded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Acquisition and Disposal<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Inventories \u2013 Supplies, Commodities and Parts<\/span><\/h3>
\nRunning 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 16004
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Labor Union Administrative Files \u2013 Agency Relations<\/span><\/h3>
\nRecords relating to the agency and labor union relations.
\n
\nDAN:\u00a0<\/b><\/span>GS 09014
\nCutoff: <\/b><\/span>After date of document
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Labor Relations<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Labor Union Contracts and Negotiations<\/span><\/h3>
\nRecords relating to contracts and negotiations held by the agency labor relations office to administrate contracts and proceedings.
\n
\nDAN:\u00a0<\/b><\/span>GS 09015
\nCutoff: <\/b><\/span>After contract superseded or terminated
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Labor Relations<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Legal Advice and Issues<\/span><\/h3>
\nRecords relating to legal advice and opinions received by the agency concerning the agency\u2019s 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.
\n
\nExcludes:
\n\u2022\tRecords covered by Litigation Case Files \u2013 Significant (DAN GS 18009) and Litigation Case Files \u2013 Routine (DAN GS 18004);
\n\u2022\tRecords of the Office of the Attorney General.
\n
\nDAN:\u00a0<\/b><\/span>GS 18003
\nCutoff: <\/b><\/span>After issue resolved and until advice no longer needed for agency business
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Labor Relations<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Legislation \u2013 Development and Analysis<\/span><\/h3>
\nRecords relating to the development of agency request legislation and analysis of the impact on the agency of any legislation (federal or state).
\n
\nExcludes records covered by:
\n\u2022\tLegislation\/Regulations\/Rules \u2013 Monitoring\/Tracking (DAN GS 19002);
\n\u2022\tReporting to External Agencies (Mandatory) (DAN GS 19004).
\n
\nDAN:\u00a0<\/b><\/span>GS 19001
\nCutoff: <\/b><\/span>After end of legislative session
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Transfer to WA State Archives<\/a> for appraisal<\/td>

Legislation and Rule Making<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Legislation\/Regulations\/Rules \u2013 Monitoring\/Tracking<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records (such as public agency lobbying L-5 reports) covered by Reporting to
\nExternal Agencies (Mandatory) (DAN GS 19004).
\n
\nDAN:\u00a0<\/b><\/span>GS 19002
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Legislation and Rule Making<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Litigation Case Files \u2013 Routine<\/span><\/h3>
\nAgency 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.
\n
\nExcludes:
\n\u2022\tRecords covered by Litigation Case Files \u2013 Significant (DAN GS 18009);
\n\u2022\tRecords of the Office of the Attorney General.
\n
\nDAN:\u00a0<\/b><\/span>GS 18004
\nCutoff: <\/b><\/span>After resolution of case (including appeals)
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Litigation Case Files \u2013 Significant<\/span><\/h3>
\nAgency 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.
\n
\nExcludes:
\n\u2022\tRecords covered by Litigation Case Files \u2013 Routine (DAN GS 18004);
\n\u2022\tRecords of the Office of the Attorney General.
\n
\nDAN:\u00a0<\/b><\/span>GS 18009
\nCutoff: <\/b><\/span>After resolution of case (including appeals)
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to WA State Archives<\/a><\/td>

<\/td><\/td><\/td>General State<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Lost and Found Property<\/span><\/h3>
\nRecords relating to the receipt of personal property left behind in\/at agency facilities, vehicles and\/or events and the return\/disposal of the item.
\n
\nExcludes records of the Department of Revenue relating to unclaimed property.
\n
\nNote: Retention based on 3-year statute of limitations for taking, detaining, or injuring personal property (RCW 4.16.080<\/a>).
\n
\nDAN:\u00a0<\/b><\/span>GS 21012
\nCutoff: <\/b><\/span>After return\/disposal of item
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Acquisition and Disposal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Mail Delivery and Receipt<\/span><\/h3>
\nRecords documenting the agency\u2019s incoming and outgoing physical mail (letters, packages, etc.).
\n
\nDAN:\u00a0<\/b><\/span>GS 13003
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

University Services<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Maintenance \u2013 Major and\/or Regulated<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records covered by:
\n\u2022\tCapital Construction Projects \u2013 Routine Buildings\/Facilities (DAN GS 21010);
\n\u2022\tCapital Construction Projects \u2013 Significant Buildings\/Facilities (DAN GS 21011);
\n\u2022\tContracts and Agreements (DAN GS 01050);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001).
\n
\nDAN:\u00a0<\/b><\/span>GS 21008
\nCutoff: <\/b><\/span>After disposal of asset
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Maintenance, Inspection, and Monitoring<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Maintenance \u2013 Minor Non-Regulated<\/span><\/h3>
\nRecords 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:
\n\u2022\tCustodial, floor and window cleaning, mowing\/gardening, indoor plant care, etc.;
\n\u2022\tPainting, furniture upholstery\/refinishing, etc.;
\n\u2022\tVehicle and equipment oil changes, tune-ups, filters, tires, etc.
\n
\nExcludes records covered by:
\n\u2022\tCapital Construction Projects \u2013 Routine Buildings\/Facilities (DAN GS 21010);
\n\u2022\tCapital Construction Projects \u2013 Significant Buildings\/Facilities (DAN GS 21011);
\n\u2022\tContracts and Agreements (DAN GS 01050);
\n\u2022\tFacility Systems and Equipment \u2013 Installation (DAN GS 21015);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001);
\n\u2022\tMaintenance \u2013 Major and\/or Regulated (DAN GS 21008);
\n\u2022\tPesticide Applications (DAN GS 21018).
\n
\nDAN:\u00a0<\/b><\/span>GS 21002
\nCutoff: <\/b><\/span>After completion of work
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Maintenance, Inspection, and Monitoring<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Major\/Minor Applications \u2013 Denied or Incomplete<\/span><\/h3>
\nRequests for major\/minor standing within an undergraduate academic program where the application has been denied or the student never completed the application process.
\n
\nDAN:\u00a0<\/b><\/span>80-08-25345
\nCutoff: <\/b><\/span>After quarter of denial or date of last submission
\nRetention: <\/b><\/span>1 Year
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Major\/Minor Applications<\/span><\/h3>
\nRecords documenting a student\u2019s request for major\/minor standing within an undergraduate academic program, where the application is approved.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69169
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Masters\u2019 Theses\/Projects<\/span><\/h3>
\nRecords documenting the culminating thesis or project completed by individual graduate students to satisfy master\u2019s degree requirements.
\n
\nDAN:\u00a0<\/b><\/span>88-10-43018
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Media Releases and Coverage<\/span><\/h3>
\nRecords relating to the agency\u2019s communications with the media and coverage in the media of the agency\u2019s activities and accomplishments.
\n
\nExcludes information distributed through the agency\u2019s website\/social media channels and
\ncorrespondence\/communications with the media covered by Provision of Advice,
\nAssistance or Information (DAN GS 09022).
\n
\nDAN:\u00a0<\/b><\/span>GS 05003
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Community and External Relations<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Medical History \u2013 Non-Student\/Non-Patient<\/span><\/h3>
\nHealth-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.
\n
\nNote: 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).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69170
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

University Services<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Meeting Arrangements<\/span><\/h3>
\nRecords relating to the administrative arrangements of meetings held by or on behalf of the agency.
\n
\nExcludes:
\n\u2022\tRecords covered by Scheduling \u2013 Appointments\/Meetings (DAN GS 50014);
\n\u2022\tFinancial records (facilities, catering, etc.) covered by Financial Transactions \u2013 General (DAN GS 01001);
\n\u2022\tOpen Public Meeting Act notices filed with the Code Reviser\/State Register in accordance with covered by Reporting to External Agencies (Mandatory) (DAN GS 19004);
\n\u2022\tTravel arrangements\/expenses covered by Travel (DAN GS 07001).
\n
\nDAN:\u00a0<\/b><\/span>GS 09024
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Meetings and Board\/Committee Support<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Meeting Materials \u2013 Ballots<\/span><\/h3>
\nBallots used in voting by boards, committees, commissions, councils, task forces, etc., to determine:
\n\u2022\tMembers and\/or positions (such as chair, secretary, etc.);
\n\u2022\tDecisions of the board\/committee, etc.;
\nProvided the outcome of the vote is documented in other records of the board\/committee (such as minutes).<\/i>
\n
\nDAN:\u00a0<\/b><\/span>GS 09025
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Meetings and Board\/Committee Support<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Meeting Materials \u2013 Members\u2019 Copies\/Notes<\/span><\/h3>
\nIndividual members\u2019 meeting materials from participating in advisory, governing\/ executive\/policy-setting, internal\/external committees (including national\/external bodies), provided the Committee\u2019s records are retained by the secretary\/responsible agency\/member.
\n
\nDAN:\u00a0<\/b><\/span>GS 09026
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Meetings and Board\/Committee Support<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Meetings \u2013 Staff and Internal Committees<\/span><\/h3>
\nRecords documenting meetings of the agency\u2019s staff and those of internal committees, commissions, councils, boards, task forces, etc.
\n
\nExcludes records covered by:
\n\u2022\tAdvisory Body Records (DAN GS 10015);
\n\u2022\tGoverning\/Executive\/Policy-Setting Body Records (DAN GS 10004);
\n\u2022\tMeeting Arrangements (DAN GS 09024);
\n\u2022\tMeeting Materials \u2013 Members\u2019 Copies\/Notes (DAN GS 09026).
\n
\nDAN:\u00a0<\/b><\/span>GS 09009
\nCutoff: <\/b><\/span>After end of calendar year and until no longer needed for agency business
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Meetings and Board\/Committee Support<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

National Collegiate Athletic Association (NCAA)<\/span><\/h3>
\nRecords documenting the university\u2019s relationship with the NCAA.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69171
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>10 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Athletics<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

NCAA Eligibility \u2013 Individual Student Athletes<\/span><\/h3>
\nRecords documenting an individual student athlete's compliance with NCAA eligibility requirements for participation on a sports team.
\n
\nNote: The NCAA requires a minimum 6-year retention on the NCAA Student-Athlete statement and drug-testing consent form.
\n
\nDAN:\u00a0<\/b><\/span>91-09-48150
\nCutoff: <\/b><\/span>After end of eligibility
\nRetention: <\/b><\/span>10 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Athletics<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

NCAA Eligibility \u2013 Sports Teams<\/span><\/h3>
\nRecords documenting an EWU sports team\u2019s compliance with NCAA eligibility requirements.
\n
\nExcludes records documenting the activities of the University\u2019s Athletic Compliance Committee, covered by Governing\/Executive\/Policy-Setting Body Records (DAN GS 10004)
\n
\nDAN:\u00a0<\/b><\/span>17-12-69172
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>10 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Athletics<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Network \u2013 Design and Build<\/span><\/h3>
\nRecords relating to the design and construction of the agency\u2019s information technology networks.
\n
\nDAN:\u00a0<\/b><\/span>GS 14031
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Delete<\/td>

University Services<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Occupancy Reports<\/span><\/h3>
\nRecords documenting the number of beds and rooms that are occupied in each residence hall at a particular point in time.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69173
\nCutoff: <\/b><\/span>After end of academic quarter
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

University Services<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Officer Patrol Log and Daily Activity<\/span><\/h3>
\nRecords documenting the activities of FTO trainee officers while on shift.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69174
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>5 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Online Content Management<\/span><\/h3>
\nRecords documenting the publishing\/changing of the agency\u2019s online (internet and intranet) content.
\n
\nNote: 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 15010
\nCutoff: <\/b><\/span>After online content removed
\nRetention: <\/b><\/span>1 Year
\nDisposition: <\/b><\/span>Delete<\/td>

Publishing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Operating Manuals<\/span><\/h3>
\nOperating 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 16011
\nRetention: <\/b><\/span>Until superseded or disposal of asset, whichever is sooner
\nDisposition: <\/b><\/span>Recycle, Delete or Transfer to new owner<\/td>

Operations and Use<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Organizing\/Monitoring Work in Progress<\/span><\/h3>
\nRecords relating to the assigning, prioritizing, tracking\/monitoring and status of work\/projects in progress.
\n
\nDAN:\u00a0<\/b><\/span>GS 50011
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Papers, Projects and Other Assignments by Students \u2013 Not Retrieved<\/span><\/h3>
\nRecords 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.
\n
\nExcludes:
\n\u2022\tMasters\u2019 theses, projects, and comprehensive examinations covered by Masters\u2019 Theses\/Projects (DAN 15-06-68810);
\n\u2022\tPlacement examinations administered to determine level of subject proficiency and\/or to authorize students for course credit or possible exemption from taking a course, covered by Examinations and Answer Sheets \u2013 Proficiency\/Placement or Credit by Exam (DAN 15-06-68806).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69175
\nCutoff: <\/b><\/span>After end of academic quarter in which assignment was graded
\nRetention: <\/b><\/span>1 Quarter
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Parking Permits<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69176
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Parking Violations<\/span><\/h3>
\nRecords documenting the assessment, payment, escalation, appeal, or cancellation of fines levied for parking offenses.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69177
\nCutoff: <\/b><\/span>After matter resolved
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Payroll Files \u2013 Employee Pay History<\/span><\/h3>
\nRecords relating to the pay history of individual employees.
\n
\nNote: Current deductions and authorizations are to be held by originating agency until retention is met.
\n
\nDAN:\u00a0<\/b><\/span>GS 03031
\nCutoff: <\/b><\/span>After date of separation from agency
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Payroll<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Payroll Processing, Distribution and Reporting<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 03033
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Payroll<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Payroll Register<\/span><\/h3>
\nRecords relating to the certified record of agency payroll.
\n
\nNote: 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).
\n
\nDAN:\u00a0<\/b><\/span>GS 01060
\nCutoff: <\/b><\/span>After date certified
\nRetention: <\/b><\/span>60 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Payroll<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Performance Evaluations \u2013 Employee<\/span><\/h3>
\nRecords relating to regularly scheduled performance evaluations of employees.
\n
\nNote: RCW 40.14.050<\/a> and RCW 40.14.060<\/a> 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 03002
\nCutoff: <\/b><\/span>After completion of next evaluation
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Performance Evaluations \u2013 Supervisor Preparation<\/span><\/h3>
\nRecords gathered by an employee's supervisor in preparation for employee's performance evaluation.
\n
\nNote: RCW 40.14.050<\/a> and RCW 40.14.060<\/a> 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 03024
\nRetention: <\/b><\/span>Until completion of evaluation and resolution of any ongoing performance issues
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Personnel \u2013 Employment History Files<\/span><\/h3>
\nRecords relating to an individual\u2019s employment history with the agency and the documentation related to the position held. Also includes records relating to a volunteer\u2019s service with the agency.
\n
\nNote: See State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 03042
\nCutoff: <\/b><\/span>After date of separation from agency
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Personnel \u2013 Health-Related Records (Routine)<\/span><\/h3>
\nRecords relating to the health of employees where not covered by Employee Medical and Exposure Records (DAN GS 03039) or another more specific records series.
\n
\nNote: Medical records should be retained by originating agency and not be included as part of an interagency transfer.
\n
\nDAN:\u00a0<\/b><\/span>GS 03054
\nCutoff: <\/b><\/span>After date of separation from agency
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Personnel \u2013 Routine Transactions<\/span><\/h3>
\nRecords relating to employees\u2019 routine personnel transactions or tasks that do not affect employment history, payroll, performance or retirement status\/eligibility.
\n
\nDAN:\u00a0<\/b><\/span>GS 03055
\nRetention: <\/b><\/span>Until superseded
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Pesticide Applications<\/span><\/h3>
\nRecords relating to the agency\u2019s application of pesticides to agricultural land, roadsides, and\/or landscapes and property as regulated by RCW 17.21.100<\/a> and WAC 16-228-1320<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 21018
\nCutoff: <\/b><\/span>After date of pesticide application
\nRetention: <\/b><\/span>7 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Maintenance, Inspection, and Monitoring<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Petitions for Exception<\/span><\/h3>
\nRequests from students to waive or substitute a graduation or degree requirement.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69178
\nCutoff: <\/b><\/span>After degree is awarded or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Graduation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Policies and Procedures \u2013 Administrative Functions<\/span><\/h3>
\nRecords 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\u2019s core mission.
\n
\nExcludes records covered by:
\n\u2022\tRule Making (Washington Administrative Code \u2013 WAC) (DAN GS 0009);
\n\u2022\tWork Instructions\/Desk Manuals (DAN GS 09001)
\n
\nDAN:\u00a0<\/b><\/span>GS 09028
\nCutoff: <\/b><\/span>After superseded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Policies and Procedures \u2013 Agency Core Mission<\/span><\/h3>
\nRecords relating to the development, implementation and interpretation of the policies and procedures developed by the agency to implement its core functions and mission.
\n
\nExcludes records covered by Rule Making (Washington Administrative Code \u2013 WAC) (DAN GS 10009).
\n
\nDAN:\u00a0<\/b><\/span>GS 10002
\nCutoff: <\/b><\/span>After superseded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Position History<\/span><\/h3>
\nRecords relating to the history of each position and job classifications which apply to positions held by employees of the agency.
\n
\nDAN:\u00a0<\/b><\/span>GS 03010
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Process Improvement<\/span><\/h3>
\nRecords relating to process improvements undertaken by the agency to improve the efficiency and effectiveness of the agency, its programs and services.
\n
\nDAN:\u00a0<\/b><\/span>GS 09012
\nCutoff: <\/b><\/span>After end of improvement cycle\/ project
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Provision of Advice, Assistance or Information<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records covered by:
\n\u2022\tPublic Disclosure\/Records Requests (DAN GS 05001);
\n\u2022\tState Publications (DAN GS 15008);
\n\u2022\tRequests for Basic\/Routine Agency Information (DAN GS 50002)
\n
\nNote: Information\/advice published online by the agency continues to be \u201cprovided\u201d until the date it is removed\/withdrawn.
\n
\nDAN:\u00a0<\/b><\/span>GS 09022
\nCutoff: <\/b><\/span>After communication received or provided, whichever is later
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Public Disclosure\/Records Requests<\/span><\/h3>
\nRecords relating to requests from the general public for access to the agency\u2019s public records in accordance with chapter 42.56 RCW<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 05001
\nCutoff: <\/b><\/span>After public records request fulfilled
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Publications \u2013 Development<\/span><\/h3>
\nRecords relating to the drafting, development, design and production of agency-created publications.
\n
\nDAN:\u00a0<\/b><\/span>GS 15009
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Publishing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Purchase Authority<\/span><\/h3>
\nAuthority for an agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form.
\n
\nDAN:\u00a0<\/b><\/span>GS 06002
\nCutoff: <\/b><\/span>After superseded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Contracts and Purchasing<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Radio Logs<\/span><\/h3>
\nLogs documenting incoming and\/or outgoing emergency radio communications.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69179
\nCutoff: <\/b><\/span>After date of entry
\nRetention: <\/b><\/span>60 Days
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Recordings from Mobile Devices \u2013 Incident Identified<\/span><\/h3>
\nRecordings, 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.
\n
\nDAN:\u00a0<\/b><\/span>20-10-69583
\nRetention: <\/b><\/span>Until matter resolved and exhaustion of appeals process
\nDisposition: <\/b><\/span>Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Recordings from Mobile Devices \u2013 Incident Not Identified (Body Worn Cameras)<\/span><\/h3>
\nRecordings, created by the law enforcement agency using body worn cameras, provided that the recording is:
\nNot known to have captured a unique or unusual incident or action from which litigation or criminal prosecution is expected or likely to result.
\n
\nExcludes records covered by:
\n\u2022\tRecordings from Mobile Devices \u2013 Incident Identified (DAN 20-10-69583)
\n
\nNote: Retention based on 60-day requirement for body worn camera recordings (RCW 42.56.240)<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>20-10-69584
\nCutoff: <\/b><\/span>After date of recording
\nRetention: <\/b><\/span>60 Days
\nDisposition: <\/b><\/span>Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Records Control<\/span><\/h3>
\nRecords relating to the physical and intellectual control of the agency\u2019s records.
\n
\nNote: 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 11009
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Records Documented as Part of More Formalized Records<\/span><\/h3>
\nRecords 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.
\n
\nNote: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 50012
\nRetention: <\/b><\/span>Until verification of successful conversion\/keying \/transcription
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Recruitment \u2013 Employee<\/span><\/h3>
\nRecords relating to the process of recruitment and selection of employees. Includes applicants screened but not interviewed.
\n
\nNote: 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<\/a>).
\n
\nDAN:\u00a0<\/b><\/span>GS 03012
\nCutoff: <\/b><\/span>After completion of recruitment\/hiring process
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Recruitment\/Visits \u2013 General<\/span><\/h3>
\nRecords documenting contact with and visits by prospective students, outside of athletic recruitment.
\n
\nDAN:\u00a0<\/b><\/span>76-07-17399
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

General Academic Records<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Recruitment\/Visits \u2013 Prospective Student Athletes<\/span><\/h3>
\nRecords 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<\/a>. Includes both official and unofficial visits.
\n
\nExcludes recruitment\/visit records for prospective student athletes who do enroll at EWU
\nwithin 5 years, which are covered by NCAA Eligibility \u2013 Individual Student Athletes (DAN
\n91-09-48150).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69180
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>5 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

General Academic Records<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reduction In Force Files \u2013 Agency<\/span><\/h3>
\nRecords relating to the process and implementation of reduction in force actions by agencies.
\n
\nDAN:\u00a0<\/b><\/span>GS 03019
\nCutoff: <\/b><\/span>After conclusion of any pending action
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reference Letters<\/span><\/h3>
\nRecords documenting references\/recommendations prepared by EWU faculty or staff regarding individual EWU students or former students.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69181
\nCutoff: <\/b><\/span>After date of reference
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reference Materials<\/span><\/h3>
\nMaterials gathered from outside sources for reference\/reading use which are not evidence of the agency\u2019s business transactions.
\n
\nDAN:\u00a0<\/b><\/span>GS 50013
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Release of Education Records \u2013 No Prior Consent Required<\/span><\/h3>
\nRecords documenting each request for access to \u2013 and each disclosure of \u2013 personally identifiable information from the education records of each student where prior consent is not required<\/b> in accordance with 34 CFR \u00a7 99.31<\/a> and 34 CFR \u00a799.32(d)<\/a>, and<\/b> where disclosure records are not<\/b> required to be retained longer than 3 years in accordance with federal or state statute.
\n
\nExcludes:
\n\u2022\tDisclosure to state and local educational authorities and federal officials and agencies listed in 34 CFR \u00a7 99.31(a)(3)<\/a>, covered by Release of Education Records \u2013 Prior Consent or Documentation Required (DAN 17-12-69183).
\n\u2022\tRequests where prior consent is required, covered by Release of Education Records \u2013 Prior Consent or Documentation Required (DAN 17-12-69183).
\n
\nReference: Family Educational Rights and Privacy Act (FERPA)<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69182
\nCutoff: <\/b><\/span>After date of release
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Release of Education Records \u2013 Prior Consent or Documentation Required<\/span><\/h3>
\nRecords documenting each request for access to \u2013 and each disclosure of \u2013 personally identifiable information from the education records of each student where prior consent is required<\/b> in accordance with 34 CFR \u00a7 99.30<\/a>, and\/or<\/b> where disclosure records are required to be retained in accordance with 34 CFR \u00a799.32<\/a>.
\n
\nReference: Family Educational Rights and Privacy Act (FERPA)<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69183
\nRetention: <\/b><\/span>Until the education records of the student are no longer retained
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reporting Internally \u2013 Routine Program\/Project\/Work Unit Reports\/Statistics<\/span><\/h3>
\nRecords 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.
\n
\nExcludes:
\n\u2022\tAnnual reports of the agency and other published reports covered by State Publications (DAN GS 15008);
\n\u2022\tRecords covered by Records Documented as Part of More Formalized Records (DAN GS 50012).
\n
\nDAN:\u00a0<\/b><\/span>GS 09029
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reporting to External Agencies (Mandatory)<\/span><\/h3>
\nRecords 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:
\n\u2022\tFederal agencies;
\n\u2022\tCode Reviser\/State Registrar;
\n\u2022\tPublic Disclosure Commission (Public Agency Lobbying L-5 Report);
\n\u2022\tOffice of Financial Management;
\n\u2022\tOther state agencies, local government entities, etc.
\n
\nExcludes:
\n\u2022\tNotifications covered by Security Incidents and Data\/Privacy Breaches (DAN GS 25008);
\n\u2022\tRecords covered by Reporting\/Filing (Mandatory) \u2013 Employment-Related (DAN GS 03056);
\n\u2022\tVoluntary reporting\/notifying, responding to surveys, etc., covered by Provision of Advice, Assistance or Information (DAN GS 09022);
\n\u2022\tReports\/notifications\/filings received by the agency from other entities covered by the agency-specific records retention schedule.
\n
\nDAN:\u00a0<\/b><\/span>GS 19004
\nCutoff: <\/b><\/span>After submitted
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accreditation<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reporting\/Filing (Mandatory) \u2013 Employment-Related<\/span><\/h3>
\nRecords 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).
\n
\nDAN:\u00a0<\/b><\/span>GS 03056
\nCutoff: <\/b><\/span>After compiled\/submitted to regulatory agency
\nRetention: <\/b><\/span>4 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Reporting\/Filing (Mandatory) \u2013 Higher Education Enrollment<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records that are required to be submitted as part of an accreditation process, which
\nare covered by Accreditation Documentation (DAN 92-09-51287).
\n
\nDAN:\u00a0<\/b><\/span>99-12-59536
\nCutoff: <\/b><\/span>After end of fiscal year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Requests for Basic\/Routine Agency Information<\/span><\/h3>
\nInternal and external requests for, and provision of, routine information about the operations of the agency, such as:
\n\u2022\tBusiness hours, locations\/directions, web\/email addresses;
\n\u2022\tMeeting dates\/times.
\n
\nDAN:\u00a0<\/b><\/span>GS 50002
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Residency Reclassification<\/span><\/h3>
\nRecords documenting individual students\u2019 efforts to change their residency status (in-state or out-of-state) for tuition purposes.
\n
\nDAN:\u00a0<\/b><\/span>75-08-13699
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Retention and Disposition Authorization<\/span><\/h3>
\nRecords relating to the retention of the agency\u2019s records in accordance with chapter 40.14 RCW<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 11003
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Retirement Verification<\/span><\/h3>
\nRecords relating to an employee\u2019s state service to document eligibility and entitlement to retirement benefits.
\n
\nDAN:\u00a0<\/b><\/span>GS 03032
\nCutoff: <\/b><\/span>After date of separation from agency
\nRetention: <\/b><\/span>60 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Benefits<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Rule Making (Washington Administrative Code \u2013 WAC)<\/span><\/h3>
\nRecords relating the development of agency rules and amendments (Washington Administrative Code).
\n
\nExcludes:
\n\u2022\tPreliminary drafts covered by Drafting and Editing (DAN GS 50008);
\n\u2022\tRules development agendas in accordance with RCW 34.05.314<\/a> covered by Reporting to External Agencies (Mandatory) (DAN GS 19004).
\n
\nDAN:\u00a0<\/b><\/span>GS 10009
\nRetention: <\/b><\/span>Until rule superseded\/not proceeded with
\nDisposition: <\/b><\/span>Transfer to WA State Archives<\/a> for appraisal<\/td>

Legislation and Rule Making<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Safety Data Sheets (SDS) or Allowed Substitute Record<\/span><\/h3>
\nSafety 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<\/a>. May include records of hazardous chemical use and analyses using exposure or medical records (WAC 296-802-20010<\/a> and WAC 296-802-20015<\/a>).
\n
\nNote: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014.
\n
\nDAN:\u00a0<\/b><\/span>GS 09017
\nCutoff: <\/b><\/span>After superseded or chemicals are no longer used
\nRetention: <\/b><\/span>30 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Occupational Health and Safety<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Safety Drills\/Disaster Recovery Exercises<\/span><\/h3>
\nRecords relating to agency fire\/safety drills and disaster recovery exercises.
\n
\nDAN:\u00a0<\/b><\/span>GS 25002
\nCutoff: <\/b><\/span>After date of drill\/exercise
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Safety Records<\/span><\/h3>
\nRecords required by the federal Occupational Safety and Health Administration (OSHA) relating to maintaining a safe workplace\/environment for employees.
\n
\nReference: 29 CFR 1904.33<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 03050
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>5 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Occupational Health and Safety<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Scheduling \u2013 Appointments\/Meetings<\/span><\/h3>
\nRecords 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:
\n\u2022\tCalendars \u2013 Elected Officials and Agency Heads (DAN GS 10008);
\n\u2022\tCalendars \u2013 Employees (Other than Elected Officials and Agency Heads) (DAN GS 09023).
\n
\nDAN:\u00a0<\/b><\/span>GS 50014
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Scheduling Data<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>96-03-56538
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Academic Records<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Scholarship Program History<\/span><\/h3>
\nRecords documenting the creation and administration of scholarship programs at EWU.
\n
\nExcludes:
\n\u2022\tRecords documenting eligibility determination for scholarships, covered by Student Aid Eligibility Determination\/Tracking (DAN 17-12-69187).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69184
\nCutoff: <\/b><\/span>After termination of scholarship program
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Secondary (Duplicate) Copies<\/span><\/h3>
\nCopies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period.
\n
\nDAN:\u00a0<\/b><\/span>GS 50005
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Security Incidents and Data\/Privacy Breaches<\/span><\/h3>
\nRecords documenting security incidents, data\/privacy breaches, responses and investigations relating to agency facilities, vehicles, equipment, supplies, information, etc.
\n
\nDAN:\u00a0<\/b><\/span>GS 25008
\nCutoff: <\/b><\/span>After matter resolved
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Security<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Security Monitoring \u2013 No Incident<\/span><\/h3>
\nRecords relating to the routine security monitoring of the agency\u2019s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred.
\n
\nExcludes records covered by Security Incidents and Data\/Privacy Breaches (DAN GS 25008).
\n
\nDAN:\u00a0<\/b><\/span>GS 25003
\nCutoff: <\/b><\/span>After date record created or until determined that no security incident has occurred, whichever is sooner<\/i>
\nRetention: <\/b><\/span>30 Days
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Security<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Sex Offender Bulletin<\/span><\/h3>
\nRecords documenting registered sex offenders who have become part of the EWU campus population.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69185
\nCutoff: <\/b><\/span>After offender is no longer affiliated with the EWU campus
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Signature Authority\/Delegation Records<\/span><\/h3>
\nRecords documenting the designating of agency personnel with the authority to sign for purchases, leave authorizations or other actions.
\n
\nDAN:\u00a0<\/b><\/span>GS 01072
\nCutoff: <\/b><\/span>After end of fiscal year in which signature authority was superseded\/rescinded
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Source Records \u2013 Imaged\/Migrated (Archival)<\/span><\/h3>
\nArchival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule.
\n
\nNote: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 11014
\nRetention: <\/b><\/span>Until verification of successful conversion
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Source Records \u2013 Imaged\/Migrated (Non-Archival)<\/span><\/h3>
\nNon-archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule.
\n
\nNote: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 11012
\nRetention: <\/b><\/span>Until verification of successful conversion
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Stakeholder Group Relations<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records:
\n\u2022\tCovered by Contact Information (DAN GS 50007);
\n\u2022\tDocumenting the payment of membership dues\/fees covered by Financial Transactions \u2013 General (DAN GS 01001).
\n
\nDAN:\u00a0<\/b><\/span>GS 05010
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Community and External Relations<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

State Publications \u2013 Transfers to Library (Agency Compliance Records)<\/span><\/h3>
\nRecords relating to the transfer\/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 15011
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Publishing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

State Publications<\/span><\/h3>
\nState publications (as defined in RCW 40.06.010(4)<\/a>), regardless of format, published by the agency and intended for distribution to state government, the public or the Legislature.
\n
\nNote: Agencies are required to transfer copies of state publications to the Washington State Library in accordance with RCW 40.06.030<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 15008
\nRetention: <\/b><\/span>Upon publication
\nDisposition: <\/b><\/span>Transfer to Washington State Library<\/a> and University Archives<\/a><\/td>

Publishing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Strategic Plans \u2013 Development<\/span><\/h3>
\nRecords relating to the development of the agency\u2019s strategic plans.
\n
\nDAN:\u00a0<\/b><\/span>GS 09027
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Strategic Plans \u2013 Final (Unpublished)<\/span><\/h3>
\nFinal version of agency-wide strategic, long-term plans used to align the agency\u2019s organizational and budget structure with its priorities, missions and objectives developed in accordance with RCW 43.88.090<\/a> and not published.
\n
\nDAN:\u00a0<\/b><\/span>GS 10001
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Student Aid Disbursement \u2013 EWU-Administered Gift Aid and Work Study<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>88-12-43519
\nCutoff: <\/b><\/span>After conditions of award satisfied
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Aid Disbursement \u2013 Grants, Scholarships, Gift Aid, and Loans Administered by Other Agencies\/Entities<\/span><\/h3>
\nRecords documenting disbursement of individual loan funds or gift aid where EWU disburses the funds, but is not the administrator or lender.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69186
\nCutoff: <\/b><\/span>After end of award year in which student last attended the institution
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Aid Disbursement \u2013 Loans Administered by EWU<\/span><\/h3>
\nRecords documenting disbursement of individual loan funds where EWU acts as both administrator\/lender and disburser of the loan.
\n
\nDAN:\u00a0<\/b><\/span>88-12-43516
\nCutoff: <\/b><\/span>After loan repayment, reconciliation, or assignment to the Board of Education
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Aid Eligibility Determination\/Tracking<\/span><\/h3>
\nRecords 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.).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69187
\nCutoff: <\/b><\/span>After end of award year in which student last attended the institution
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Financial Aid<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Disciplinary Cases (Sanctions Imposed)<\/span><\/h3>
\nRecords relating to the investigations and disciplinary actions taken pursuant to the Student Conduct Code (chapter 172-121 WAC<\/a>).
\n
\nDAN:\u00a0<\/b><\/span>09-05-62013
\nCutoff: <\/b><\/span>After completion of disciplinary action and expiration of appeal period, if any
\nRetention: <\/b><\/span>7 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Evaluation of Instruction (SEOI)<\/span><\/h3>
\nRecords documenting evaluations of the instructor, course and\/or overall student learning environment, completed by students.
\n
\nDAN:\u00a0<\/b><\/span>94-04-53658
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>5 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Internships \u2013 Undergraduate and Graduate<\/span><\/h3>
\nRecords documenting individual students\u2019 internship, practicum, and\/or cooperative education work experiences, including where mandatory to fulfill a degree\/certificate requirement.
\n
\nDAN:\u00a0<\/b><\/span>97-01-57391
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Assessment\/Evaluation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Requests for Nondisclosure of Directory Information<\/span><\/h3>
\nRecords documenting student requests to withhold their directory information from disclosure, in accordance with 34 CFR \u00a7 99.37<\/a>.
\n
\nReference: Family Educational Rights and Privacy Act (FERPA)<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>89-05-44389
\nRetention: <\/b><\/span>until the education records of the student are no longer retained or until request is terminated by student
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Student Weapon Logs and Forms<\/span><\/h3>
\nRecords documenting individual students\u2019 storage of their firearms with the University Police Department.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69188
\nCutoff: <\/b><\/span>After end of academic year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Studies (Major) \u2013 Final Reports (Unpublished)<\/span><\/h3>
\nUnpublished 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.
\n
\nExcludes:
\n\u2022\tPublished final reports covered by State Publications (DAN GS 15008);
\n\u2022\tRecords covered by Studies (Major) \u2013 Working Papers\/Development (DAN GS 09030).
\n
\nDAN:\u00a0<\/b><\/span>GS 10016
\nCutoff: <\/b><\/span>After conclusion of study
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Transfer to University Archives<\/a> for appraisal<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Archival<\/td>\n<\/tr>\n

Studies (Major) \u2013 Working Papers\/Development<\/span><\/h3>
\nRecords 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.
\n
\nExcludes:
\n\u2022\tPublished final reports covered by State Publications (DAN GS 15008);
\n\u2022\tUnpublished final reports covered by Studies (Major) \u2013 Final Reports (Unpublished) (DAN GS 10016).
\n
\nDAN:\u00a0<\/b><\/span>GS 09030
\nCutoff: <\/b><\/span>After conclusion of study
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Studies (Minor\/Routine)<\/span><\/h3>
\nRecords 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.
\n
\nExcludes collections of external materials covered by Reference Materials (DAN GS 50013).
\n
\nDAN:\u00a0<\/b><\/span>GS 09006
\nCutoff: <\/b><\/span>After conclusion of study
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Supply and Equipment Requests<\/span><\/h3>
\nInternal agency documents used to request the purchase of supplies and equipment.
\n
\nDAN:\u00a0<\/b><\/span>GS 06001
\nCutoff: <\/b><\/span>After date of receipt
\nRetention: <\/b><\/span>30 Days
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Contracts and Purchasing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Tax Reporting\/Returns \u2013 Internal Revenue Service (IRS)<\/span><\/h3>
\nRecords relating to the reporting of vendor payments to the Internal Revenue Service (IRS) (such as forms 1098, 1099, 5498, W-2G, etc.).
\n
\nDAN:\u00a0<\/b><\/span>GS 01019
\nCutoff: <\/b><\/span>After filing
\nRetention: <\/b><\/span>4 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Tax Reporting\/Returns \u2013 State and Local Taxes<\/span><\/h3>
\nReturns and reports submitted for taxes paid to state and\/or local government agencies (such as excise tax, etc.).
\n
\nReference: RCW 82.32.070<\/a> and Department of Revenue Advisory No. 3131.2009<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 01071
\nCutoff: <\/b><\/span>After filing
\nRetention: <\/b><\/span>5 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Tax-Exempt Bonds<\/span><\/h3>
\nRecords documenting all resources received and expended by the agency for bond-funded projects.
\n
\nDAN:\u00a0<\/b><\/span>GS 01069
\nCutoff: <\/b><\/span>After final bond payment
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Title IX Cases<\/span><\/h3>
\nRecords relating to reports of sex-based discrimination under Title IX.
\n
\nNote: Retention based on 7-year requirement in 34 CFR \u00a7106.45<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>21-06-69632
\nCutoff: <\/b><\/span>After conclusion of investigation\/completion of disciplinary action and expiration of appeal period, if any
\nRetention: <\/b><\/span>7 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Misconduct\/Discipline\/Grievances<\/td><\/td><\/td>EWU<\/td><\/td><\/td>\n<\/tr>\n

Training \u2013 Arrangements<\/span><\/h3>
\nRecords relating to the administrative arrangements of agency-provided training courses, seminars and workshops.
\n
\nExcludes records covered by:
\n\u2022\tContracts and Agreements (DAN GS 01050);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001);
\n\u2022\tTravel (DAN GS 07001)
\n
\nDAN:\u00a0<\/b><\/span>GS 22001
\nRetention: <\/b><\/span>Until no longer needed
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Training \u2013 Development<\/span><\/h3>
\nRecords relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc.
\n
\nExcludes records covered by:
\n\u2022\tTraining \u2013 General (DAN GS 22007);
\n\u2022\tTraining \u2013 Mandatory or Certification\/Hours\/Credit Provided (DAN GS 22008).
\n
\nDAN:\u00a0<\/b><\/span>GS 22006
\nRetention: <\/b><\/span>Until training no longer provided by agency
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Training \u2013 General<\/span><\/h3>
\nRecords 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:
\n\u2022\tTraining is not required by federal, state or local statute and\/or the employer;
\n\u2022\tQualifications\/credentials\/licenses are not earned;
\n\u2022\tContinuing education hours\/credits\/points are not awarded.
\n
\nNote: Records documenting training received by employees are covered by Training Files \u2013 Employee (DAN GS 22003).
\n
\nDAN:\u00a0<\/b><\/span>GS 22007
\nCutoff: <\/b><\/span>After training provided
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Training \u2013 Mandatory or Certification\/Hours\/Credit Provided<\/span><\/h3>
\nRecords 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:
\n\u2022\tTraining is required by federal, state or local statute and\/or the employer;
\n\u2022\tQualifications\/credentials\/licenses may be earned;
\n\u2022\tContinuing education hours\/credits\/points are awarded.
\n
\nNote: Records documenting training received by employees are covered by Training Files \u2013 Employee (DAN GS 22003).
\n
\nDAN:\u00a0<\/b><\/span>GS 22008
\nCutoff: <\/b><\/span>After training provided
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Training Files \u2013 Employee<\/span><\/h3>
\nRecords documenting the training history of individual employees participating in training, orientations and staff development programs.
\nTraining may include:
\n\u2022\tInternal agency training for ethics, diversity, safety and other policies;
\n\u2022\tInternships, apprentice programs;
\n\u2022\tExternal training as requested or required.
\n
\nDAN:\u00a0<\/b><\/span>GS 22003
\nCutoff: <\/b><\/span>After separation from agency
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Personnel History<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Transcript Requests<\/span><\/h3>
\nRecords documenting student requests for transcripts or verification of enrollment.
\n
\nDAN:\u00a0<\/b><\/span>89-05-44382
\nCutoff: <\/b><\/span>After date submitted
\nRetention: <\/b><\/span>1 Year
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Transcripts (Permanent Student Records)<\/span><\/h3>
\nRecords documenting the official academic performance of individual students at the University. Includes this information maintained in systems such as Banner.
\n
\nNote: 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<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>74-07-05578
\nRetention: <\/b><\/span>Life of agency
\nDisposition: <\/b><\/span>Transfer to Student Achievement Council<\/a> for permanent retention<\/td>

<\/td><\/td><\/td>EWU<\/td>Essential<\/td>Archival<\/td>\n<\/tr>\n

Transfer of Legal Custody<\/span><\/h3>
\nRecords documenting the transfer of the agency\u2019s legal custody of its public records under one of the following circumstances:
\n\u2022\tTransfer of Archival records to Washington State Archives;
\n\u2022\tLawful transfer to another government entity (other state agency, local government agency, etc.).
\n
\nNote: Records of agencies that cease to exist are to be transferred to Washington State Archives in accordance with RCW 40.14.030<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 11001
\nRetention: <\/b><\/span>Life of the agency<\/td>

Records Mgmt<\/td><\/td><\/td>General State<\/td>Essential<\/td>Destruction<\/td>\n<\/tr>\n

Travel<\/span><\/h3>
\nRecords documenting travel undertaken by employees and non-employees.
\n
\nDAN:\u00a0<\/b><\/span>GS 07001
\nCutoff: <\/b><\/span>After end of fiscal year in which travel was completed
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Tuition Reimbursement<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>GS 03013
\nCutoff: <\/b><\/span>After completion of course
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Benefits<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Unemployment Insurance Claims<\/span><\/h3>
\nRecords relating to unemployment claims filed by individuals against agency.
\n
\nDAN:\u00a0<\/b><\/span>GS 03049
\nCutoff: <\/b><\/span>After final resolution of claim
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Benefits<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Uniform Crime Reporting and Tallies<\/span><\/h3>
\nUniform Crime Reporting statistics and tallies that have been submitted to the Washington Association of Sheriffs and Police Chiefs (WASPC).
\n
\nDAN:\u00a0<\/b><\/span>17-12-69189
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Law Enforcement<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Unsolicited Additional Materials<\/span><\/h3>
\nAdditional materials received by the agency that are:
\n\u2022\tNot requested; and
\n\u2022\tNot used by the agency in the course of government business.
\n
\nDAN:\u00a0<\/b><\/span>GS 50015
\nRetention: <\/b><\/span>Upon receipt
\nDisposition: <\/b><\/span>Return or Delete<\/td>

Transitory<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Transitory - Destruction<\/td>\n<\/tr>\n

Use of Agency Facilities\/Equipment\/Vehicles<\/span><\/h3>
\nRecords 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.
\n
\nExcludes records covered by:
\n\u2022\tContracts and Agreements (DAN GS 01050);
\n\u2022\tFinancial Transactions \u2013 General (DAN GS 01001);
\n\u2022\tRecords Documented as Part of More Formalized Records (DAN GS 50012).
\n
\nDAN:\u00a0<\/b><\/span>GS 07003
\nCutoff: <\/b><\/span>After asset returned\/use completed
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Operations and Use<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Vendor Payment Information<\/span><\/h3>
\nRecords relating to vendor payment information.
\n
\nDAN:\u00a0<\/b><\/span>GS 01066
\nCutoff: <\/b><\/span>After final payment
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Accounting and Fiscal<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Verification of Graduation Requirements<\/span><\/h3>
\nRecords 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.
\n
\nDAN:\u00a0<\/b><\/span>17-12-69190
\nCutoff: <\/b><\/span>After degree is awarded or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Graduation<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Veteran Student Files<\/span><\/h3>
\nRecords relating to Veterans and\/or their dependents receiving educational benefits.
\n
\nDAN:\u00a0<\/b><\/span>89-05-44384
\nCutoff: <\/b><\/span>After graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Advising<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Voluntary Employee Beneficiary Association (VEBA)<\/span><\/h3>
\nRecords relating to approved participation in the VEBA health reimbursement account\/plan by retirement-eligible employees in the voting group.
\n
\nDAN:\u00a0<\/b><\/span>GS 03045
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Benefits<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Wellness Programs<\/span><\/h3>
\nRecords relating to supporting and promoting employee wellness.
\n
\nDAN:\u00a0<\/b><\/span>GS 03051
\nCutoff: <\/b><\/span>After end of calendar year
\nRetention: <\/b><\/span>2 Years
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

Occupational Health and Safety<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Whistleblower Investigations<\/span><\/h3>
\nRecords relating to the referral of whistleblower complaints (made to an agency\u2019s \u201cdesignated official\u201d) to the State Auditor\u2019s Office and agency copies of State Auditor\u2019s 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<\/a>.
\n
\nDAN:\u00a0<\/b><\/span>GS 04004
\nCutoff: <\/b><\/span>After date of report
\nRetention: <\/b><\/span>3 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Auditing<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Withdrawal from the University<\/span><\/h3>
\nRecords documenting individual students\u2019 withdrawal from the University, including withdrawals due to illness, hardship, military exigency, or other extenuating circumstances.
\n
\nDAN:\u00a0<\/b><\/span>75-08-13677
\nCutoff: <\/b><\/span>After years after graduation or date of last attendance
\nRetention: <\/b><\/span>6 Years
\nDisposition: <\/b><\/span>Shred or Delete<\/td>

Enrollment and Registration<\/td><\/td><\/td>EWU<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n

Work Instructions\/Desk Manuals<\/span><\/h3>
\nRoutine day-to-day task\/work instructions, desk manuals, etc.
\n
\nDAN:\u00a0<\/b><\/span>GS 09001
\nRetention: <\/b><\/span>Until superseded
\nDisposition: <\/b><\/span>Recycle or Delete<\/td>

General Business Records<\/td><\/td><\/td>General State<\/td>Non-Essential<\/td>Destruction<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\n\n<\/div><\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"

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.<\/p>\n","protected":false},"author":6,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"wpo365_audiences":[],"wpo365_private":false,"footnotes":""},"class_list":["post-35425","page","type-page","status-publish"],"_links":{"self":[{"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/pages\/35425"}],"collection":[{"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/comments?post=35425"}],"version-history":[{"count":7,"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/pages\/35425\/revisions"}],"predecessor-version":[{"id":35486,"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/pages\/35425\/revisions\/35486"}],"wp:attachment":[{"href":"https:\/\/inside.ewu.edu\/records-management\/wp-json\/wp\/v2\/media?parent=35425"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}