Retention Schedule

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

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.

Record Series	Doc Type	Section	Examples / Keyword(s)	Generated by	Essential Status	Disposition Type
Academic and Career Advising – Current Students Records documenting advice and other services provided to students to assist them in the processes of identifying a major or graduate program, monitoring progress toward graduation, or to assist them in career planning. DAN: 87-03-39547 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Advising	Student and Campus Services - Advising	Intake information, e.g., dates that services were provided; Advisor notes; Elective approval forms; Assessments and other tools administered to identify an individual student’s interests and areas of expertise, e.g., the Strong Interest Inventory; Related correspondence/communications	EWU	Non-Essential	Destruction
Academic Appeals/Grievances Records documenting a student’s appeal of a grade, or other student grievance mediated within the department, school or college. DAN: 95-07-55713 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Assessment/Evaluation	Teaching and Learning - Assessment/Evaluation		EWU	Non-Essential	Destruction
Academic Forgiveness Records documenting individual students’ petitions to Records and Registration to use only recent academic performance in calculating grade point average. DAN: 17-12-69134 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Assessment/Evaluation	Teaching and Learning - Assessment/Evaluation		EWU	Non-Essential	Destruction
Accidents – Vehicles/Vessels Records relating to accidents involving agency vehicles and vessels and any subsequent inquiries/investigations. DAN: GS 16010 Cutoff: After matter resolved Retention: 3 Years Disposition: Shred or Delete	Operations and Use	Asset Management - Operations and Use	Vehicle Accident Report Form (State Form 137) or agency equivalent; Related correspondence/communications.	General State	Non-Essential	Destruction
Accidents/Incidents – No Claim Filed (Age 18 and Older) Records relating to accidents/incidents involving individual(s) age 18 and older, and where claims for damages are not filed. Excludes accidents and incidents involving hazardous materials. DAN: GS 18008 Cutoff: After date of incident Retention: 3 Years Disposition: Shred or Delete	General Business Records	Agency Administration and Management - Risk Management and Disaster Preparedness/Response	Reports and investigations.	General State	Non-Essential	Destruction
Accidents/Incidents – No Claim Filed (Under Age 18) Records relating to accidents/incidents involving individual(s) younger than age 18, and where claims for damages are not filed. Excludes accidents and incidents involving hazardous materials. DAN: GS 18007 Cutoff: After individual reaches age 18 Retention: 3 Years Disposition: Shred or Delete	General Business Records	Agency Administration and Management - Risk Management and Disaster Preparedness/Response	Reports and investigations.	General State	Non-Essential	Destruction
Accreditation Documentation Statistical, descriptive and evaluative materials necessary for a program, college or school to achieve and maintain accreditation with the professional association which sets the standards for that particular discipline (e.g., Professional Educator Standards Board (PESB) and National Council for Accreditation of Teacher Education (NCATE)). DAN: 92-09-51287 Cutoff: After end of accreditation or until superseded Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Accreditation	Teaching and Learning - Accreditation		EWU	Essential	Archival
Acquisition and Disposal – Assets (Other than Real Property) Records relating to the acquisition and disposal of assets other than real property (such as equipment, intellectual property, vehicles, vessels, etc.). Excludes records covered by: • Acquisition and Disposal – Real Property/Land/Water Rights (DAN GS 24004). DAN: GS 21001 Cutoff: After disposal of asset Retention: 6 Years Disposition: Shred or Delete	Acquisition and Disposal	Asset Management - Acquisition and Disposal	Purchase orders; Surplus property disposition records; Registration of intellectual property rights; Vehicle/vessel titles or copy of title if original is transferred to new owner/Department of Licensing; Related correspondence/communications.	General State	Non-Essential	Destruction
Acquisition and Disposal – Real Property/Land/Water Rights Records relating to the acquisition and disposal of real property/land and water rights by state agencies through purchase/sale, condemnation, escheatment or donation. Note: Retention based on 10-year statute of limitations relating to real property transactions (RCW 4.16.020). DAN: GS 24004 Cutoff: After disposal of asset Retention: 10 Years Disposition: Transfer to University Archives for appraisal	Acquisition and Disposal	Asset Management - Acquisition and Disposal	Contracts/agreements; Planning reports, studies, etc., regarding the acquisition/disposal; Conveyance documentation (title searches, deeds, patents, etc.); Related correspondence/communications.	General State	Non-Essential	Archival
Admissions Applications – Enrolled Records documenting the admissions process for all applicants who are accepted and ultimately enroll at the University. DAN: 74-07-05577 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Destroy	Admissions	Student Administration - Admissions	Matriculated and non-matriculated students; Domestic and international students; Undergraduate, post-baccalaureate, and graduate-level programs; Other programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets; Copies of high school, college, and/or military transcripts; Test scores submitted as part of the admissions process; Financial statements and/or sponsor letter (for international students); Transfer credit evaluations; Related correspondence/communications.	EWU	Non-Essential	Destruction
Admissions Applications – Not Accepted, Not Enrolled, or Application Incomplete Records documenting the admissions process for all applicants who are denied admission to the University, were accepted but did not enroll, or never completed the application process. DAN: 99-05-59099 Cutoff: After beginning of academic quarter for which applied or last submission Retention: 2 Years Disposition: Shred or Destroy	Admissions	Student Administration - Admissions	Matriculated and non-matriculated students; Domestic and international students; Undergraduate, post-baccalaureate, and graduate-level programs; Other programs, e.g., Summer Session, Running Start, Continuing Education, etc. Application forms and sign-up sheets; Copies of high school, college, and/or military transcripts; Test scores submitted as part of the admissions process; Financial statements and/or sponsor letter (for international students); Transfer credit evaluations; Related correspondence/communications.	EWU	Non-Essential	Destruction
Advertising and Promotion Records relating to the planning and/or execution of advertising and promotional activities conducted by the agency to promote the agency’s mission or business. Excludes: • Advertising materials covered by State Publications (DAN GS 15008); • Financial records covered by Financial Transactions – General (DAN GS 01001); • Intellectual property ownership records covered by Acquisition and Disposal – Assets (Other than Real Property) (DAN GS 21001). DAN: GS 05006 Retention: Until no longer needed Disposition: Transfer to University Archives for appraisal	Community and External Relations	Agency Administration and Management - Community and External Relations	Marketing plans/strategies; Records relating to the development of advertising campaigns/materials (such as original artwork, designs, storyboards, etc.); Samples of advertising materials (regardless of format); Records relating to the evaluation of campaigns/strategies; Records relating to the design/selection of agency branding (such as logos, mottos, slogans, etc.); Related correspondence/communications.	General State	Non-Essential	Archival
Advisory Body Records Records documenting the actions, meetings and membership of boards, commissions, committees, councils, task forces, etc., that are created to act strictly in an advisory capacity to the agency and have no final decision-making powers. Also includes interagency/national/external advisory bodies for which the agency acts as secretary/keeper of the official records. Excludes appointment records of the Office of the Governor and other records covered by: • Governing/Executive/Policy-Setting Body Records (DAN GS 10004); • Meeting Arrangements (DAN GS 09024); • Meeting Materials – Members’ Copies/Notes (DAN GS 09026); • Meetings – Staff and Internal Committees (DAN GS 09009). DAN: GS 10015 Cutoff: After end of calendar year Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Meetings and Board/Committee Support	Agency Administration and Management - Meetings and Board/Committee Support	Agendas, meeting/agenda packets (briefs, reference materials, etc.); Speaker sign-up, written testimony; Audio/visual recordings and transcripts of proceedings; Minutes; Reports/correspondence/communications sent/received on behalf of the body; Appointment, reappointment and termination correspondence/communications; Selected images/photographs showing the committee membership at particular points in time (such as board/committee portraits, etc.) and/or significant stages of the board/committee’s life.	General State	Non-Essential	Archival
Agency Release and Waiver/Notice of Consent to Exercise Peace Officer Power Authorization from various state law enforcement agencies giving the EWU Police Department consent to exercise peace officer powers within their jurisdiction. New consent forms are sent when a new chief is hired and are valid throughout their tenure unless otherwise indicated. DAN: 17-12-69135 Cutoff: After superseded or new chief is hired Retention: 6 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services		EWU	Essential	Destruction
Agency-Generated Forms and Publications – Copies Blank forms and duplicate copies of publications, provided the agency retains the primary record in accordance with the current approved minimum retention period and that the forms are not required for audit or accountability purposes. DAN: GS 50003 Retention: Until no longer needed Disposition: Shred or Delete	Transitory	Transitory	Reports, catalogs, brochures, calendars, posters; Multi-media presentations (videos, CDs, etc.).	General State	Non-Essential	Transitory - Destruction
Allotment Management and Budget Development Records relating to the development of agency budget proposals and the management of allotments. DAN: GS 01040 Cutoff: After end of biennium Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal	Financial Management - Budgeting	Allotment submittals; Budget proposals/decision packages; Legislative notes; Supporting/backup documentation; Related correspondence/communications.	General State	Essential	Destruction
Annual Crime Report Documentation Records documenting the agency’s compliance with the requirements of 20 USC § 1092(f), the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (also known as the Clery Act). DAN: 17-12-69136 Cutoff: After end of calendar year Retention: 7 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Required reports, e.g., Annual Security Report (ASR) and fire report; Public crime log; Documentation of timely warnings and emergency notifications.	EWU	Non-Essential	Destruction
Applications/Resumes – Unsolicited Records relating to unsolicited requests for job consideration and employment inquiries. Note: Retention based on 2-year requirement in 29 CFR § 1602.31. DAN: GS 03022 Cutoff: After received Retention: 2 Years Disposition: Shred or Delete	Personnel History	Human Resource Management - Recruitment/Hiring	Unsolicited job applications/resumes received; General prospective employment inquiries.	General State	Non-Essential	Destruction
Applications/Systems – Implementation Projects Records relating to the implementation of the agency’s computer software applications, databases and websites (internet and intranet). Excludes records covered by Applications/Systems – Technical Design (DAN GS 14001). DAN: GS 14037 Cutoff: After end of project Retention: 6 Years Disposition: Shred or Delete	University Services	Asset Management - Information Services		General State	Non-Essential	Destruction
Applications/Systems – Technical Design Records relating to the technical design of the agency’s computer software applications, databases and websites (internet and intranet). Excludes records covered by Applications/Systems – Implementation Projects (DAN GS 14037). DAN: GS 14001 Retention: Until application or version is no longer needed for agency business and all records within the application have been migrated/deleted/ transferred in accordance with a current approved records retention schedule Disposition: Shred or Delete	University Services	Asset Management - Information Services	Design documentation/detail; Database schema and dictionaries; Source code; System and program change descriptions/authorizations; Development plans (for testing, training, conversion and acceptance); Release notes; Operational and user instructions; Acceptance testing.	General State	Essential	Destruction
Athlete Medical History Records documenting the medical and treatment history for each student athlete. DAN: 17-12-69137 Cutoff: After no longer eligible Retention: 7 Years Disposition: Shred or Delete	Athletics	Student and Campus Services - Athletics	Medical/Treatment documentation and/or reports; Physical form; Injury/illness report forms; Progress notes; Rehabilitation logs; Waivers; EWU letter informing student athletes of physical and insurance policy requirements; Consent forms for medical procedures and acknowledgment of potential injury.	EWU	Non-Essential	Destruction
Athlete Medical Insurance Claims Records documenting claims for reimbursement of medical bills for student athletes. DAN: 91-09-48149 Cutoff: After claim closed Retention: 6 Years Disposition: Shred or Delete	Athletics	Student and Campus Services - Athletics	Claims through the National Association of Collegiate Directors of Athletics (NACDA) excess insurance programs; Claims through the NCAA Catastrophic Insurance Program; Medical bills; Medical expense logs; HIPAA documentation.	EWU	Non-Essential	Destruction
Athlete Recognition Provides a record of athletes whose performance is worthy of note or who have received special recognition. DAN: 17-12-69138 Cutoff: After end of season Retention: 6 Years Disposition: Shred or Delete	Athletics	Student and Campus Services - Athletics	List of recipients lettering in sports; Awards; Media coverage; Related correspondence/communications.	EWU	Non-Essential	Destruction
Attendance and Leave Records Records relating to employee requests and approvals of attendance and leave. Note: Time cards or time sheets that are required for retirement verification prior to the use of HRMS are to be retained under Retirement Verification (DAN GS 03032). DAN: GS 03030 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	General Business Records	Human Resource Management - Attendance and Leave	Annual and sick leave, personal and contractual holidays; Compensatory, exchange or overtime earned; Requests/approvals/denials for any form of leave (including leave without pay); Approvals and designations; Leave donation documentation; Returned/unused leave administration; Time cards and time sheets, etc., documenting hours worked (including overtime).	General State	Non-Essential	Destruction
Audit Trails and System Usage Monitoring Records documenting the use of the agency’s information technology and communication systems to ensure security and appropriate use. Excludes records covered by Internet Browsing (DAN GS 50010). DAN: GS 14020 Cutoff: After date of activity Retention: 1 Year Disposition: Shred or Delete	University Services	Asset Management - Information Services	Audit trails; Authorizations for and modifications to the configurations and settings of the agency’s IT infrastructure (such as firewalls, routers, ports, network servers, etc.); Log-in records, security logs and system usage files; Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.); Fax and telephone logs	General State	Non-Essential	Destruction
Authorization – Building/Facility Access Records documenting the authorization of access for employees (including contractors and volunteers) to agency buildings and facilities. Excludes records covered by Entry/Exit Logs – Facilities (DAN GS 25007). DAN: GS 25001 Cutoff: After termination of access Retention: 6 Years Disposition: Shred or Delete	Security	Asset Management - Security	Requests and approvals for access and permissions; Assignment of security identification badges, building/card keys, access codes, etc.	General State	Essential	Destruction
Authorization – Systems/Telecommunications Access Records documenting the authorization of employees (including contractors and volunteers) to use agency systems/applications and telecommunication services. DAN: GS 14012 Cutoff: After end of fiscal year in which user account/access was terminated Retention: 6 Years Disposition: Shred or Delete	University Services	Asset Management - Information Services	User account creation/change requests; Network access authorization requests; Related correspondence/communications.	General State	Essential	Destruction
Authorization to Use Personal Equipment/Devices for Work Purposes Records relating to the agency granting approval for employees to use their personally- owned equipment/devices, known as BYOD – Bring Your Own Device (such as laptops, phones, tablets, furniture, weapons, vehicles, etc.) for work-related purposes. DAN: GS 03047 Cutoff: After approval superseded/ terminated/request denied Retention: 6 Years Disposition: Shred or Delete	General Business Records	Human Resource Management - Authorization/Certification	Requests from employees; Approvals (including conditions of use); Revocation of approvals.	General State	Non-Essential	Destruction
Authorizations/Certifications – Assets Records relating to licenses, permits, accreditations, certifications, inspections, and other authorizations acquired by the agency in relation to its assets from regulating authorities (local, state, federal agencies and/or courts), where not covered by a more specific records series. DAN: GS 21013 Cutoff: After authorization expired/ superseded/terminated Retention: 6 Years Disposition: Shred or Delete	General Business Records	Asset Management - Authorization/Certification	Application/filing and confirmation; Records relating to violations/corrections; Reports; Related correspondence/communications.	General State	Non-Essential	Destruction
Authorizations/Certifications – Human Resources (General) Records relating to licenses, permits, accreditations, certifications and other authorizations (such as driver’s licenses, etc.) acquired by state government agency employees in certain positions (including contractors and volunteers) that are either required by or received from regulating authorities (such as local, state or federal agencies and/or court order/rule), where not covered by a more specific records series. DAN: GS 03046 Cutoff: After authorization/certification superseded or terminated or separation from agency, whichever is sooner Retention: 6 Years Disposition: Shred or Delete	General Business Records	Human Resource Management - Authorization/Certification	Applications/confirmations; Reports; Violations/corrections, etc.; Related correspondence/communications.	General State	Non-Essential	Destruction
Automated/Scheduled Tasks and Work/Intermediate/Test Files Records relating to scheduled, computer-driven tasks and other work/intermediate files. DAN: GS 14015 Retention: Until no longer needed Disposition: Recycle or Delete	University Services	Asset Management - Information Services	Event logs; Run reports and requests; Task schedules; Test data sets; Successful completion reports; Valid transaction files; Work/intermediate files.	General State	Non-Essential	Destruction
Backups for Disaster Preparedness/Recovery Routine/cyclical backups of IT systems and data for the purposes of disaster preparedness and recovery. DAN: GS 14011 Retention: Until no longer needed Disposition: Shred or Delete	University Services	Asset Management - Information Services		General State	Essential	Destruction
Banking – Accounts and Transactions Records relating to the agency’s banking activities and documenting its banking transactions. DAN: GS 01013 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal	Financial Management - Accounting and Fiscal	Deposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH), etc.); Statements (bank, dividend, investment, etc.) and reconciliations; Records documenting the status of and adjustments to accounts; Checks and warrants issued by the agency (if returned by bank); Checks returned by the bank due to non-sufficient funds (NSF).	General State	Non-Essential	Destruction
Banking – Deposited Items Negotiable instruments received by the agency and deposited to the bank in a different format. DAN: GS 01068 Cutoff: After date of deposit Retention: 14 Days Disposition: Shred or Delete	Accounting and Fiscal	Financial Management - Accounting and Fiscal	Original paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption; Images of checks/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)).	General State	Non-Essential	Destruction
Benefits Enrollment and Participation Records relating to the enrollment and participation of employees in various benefit programs and packages offered to state employees such as health/disability/life insurance, deferred compensation, etc. DAN: GS 03048 Cutoff: After date of separation from agency or withdrawal from participation, whichever is sooner Retention: 6 Years Disposition: Shred or Delete	Benefits	Human Resource Management - Benefits	Determinations of eligibility; Applications for enrollment/participation; Name, address, status and dependent modifications/changes.	General State	Non-Essential	Destruction
Bicycle Registration Records documenting the registration of bicycles with University Police by their owners in order to deter theft and aid investigation in the event that a bicycle is stolen. DAN: 17-12-69140 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services		EWU	Non-Essential	Destruction
Bids and Proposals – Successful Records relating to bids and proposals made by other parties to provide the agency with goods, services, revenue or other benefits, which are accepted by the agency. DAN: GS 06004 Cutoff: After completion of purchase or fulfillment of contract Retention: 6 Years Disposition: Shred or Delete	Contracts and Purchasing	Financial Management - Contracts and Purchasing	Request for proposal or bid (RFP), request for qualifications/quotations (RFQQ), specifications, etc.; Notices (filed with newspaper, etc.); Bid proposals, evaluation documents, statements of qualification, applications, etc.	General State	Non-Essential	Destruction
Bids and Proposals – Unsuccessful Records relating to bids and proposals to provide the agency with goods, services, revenue or other benefits, which are not accepted by the agency. Includes bid proposals, evaluation documents, statements of qualification, applications (rental/lease), etc. DAN: GS 06007 Cutoff: After bid award or cancellation date Retention: 3 Years Disposition: Shred or Delete	Contracts and Purchasing	Financial Management - Contracts and Purchasing	Request for proposal or bid (RFP), request for qualifications/quotations (RFQQ), specifications, etc.; Notices (filed with newspaper, etc.).	General State	Non-Essential	Destruction
Big Sky Conference Records documenting the university’s relationship with the Big Sky Conference. DAN: 17-12-69139 Cutoff: After end of calendar year Retention: 10 Years Disposition: Transfer to University Archives for appraisal	Athletics	Student and Campus Services - Athletics	Reports; Copies of meeting minutes; Related correspondence/communications.	EWU	Non-Essential	Archival
Brainstorming and Collaborating Records generated as part of the brainstorming/collaboration process. DAN: GS 50006 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory	Transitory	Notes written on whiteboards, flipcharts, large/oversize paper sheets, etc.; Post-it notes.	General State	Non-Essential	Transitory - Destruction
Business/Work Plans Records relating to plans for the management of the agency’s business divisions/units, projects, assets, workforce, etc., including timelines, performance measures and areas of responsibility. Excludes records covered by: • Disaster Preparedness/Emergency and Recovery Plans (DAN GS 14010); • Organizing/Monitoring Work in Progress (DAN GS 50011); • Strategic Plans – Final (Unpublished) (DAN GS 10001); • Strategic Plans – Development (DAN GS 09027). DAN: GS 09008 Cutoff: After completion/expiration of plan Retention: 2 Years Disposition: Shred or Delete	General Business Records	Agency Administration and Management - Planning	Final plan; Records relating to the development of the plan.	General State	Non-Essential	Destruction
Calendars – Elected Officials and Agency Heads Records documenting the day-to-day meetings and other official appointments of elected officials and agency heads. Excludes records covered by: • Organizing/Monitoring Work in Progress (DAN GS 50011); • Scheduling – Appointments/Meetings (DAN GS 50014). DAN: GS 10008 Cutoff: After end of calendar year Retention: 4 Years Disposition: Transfer to University Archives for appraisal	General Business Records	Agency Administration and Management - Calendars	Calendar records stored in Microsoft Outlook and other calendaring software/apps; Hardcopy calendars/appointment books/diaries/etc.	General State	Non-Essential	Archival
Calendars – Employees (Other than Elected Officials and Agency Heads) Records documenting the day-to-day meetings and other work-related appointments of agency employees other than elected officials and agency heads. Excludes records covered by: • Calendars – Elected Officials and Agency Heads (DAN GS 10008); • Organizing/Monitoring Work in Progress (DAN GS 50011); • Scheduling – Appointments/Meetings (DAN GS 50014). DAN: GS 09023 Cutoff: After end of calendar year Retention: 1 Years Disposition: Recycle or Delete	General Business Records	Agency Administration and Management - Calendars	Calendar records stored in Microsoft Outlook and other calendaring software/apps; Hardcopy calendars/appointment books/diaries/etc.	General State	Non-Essential	Destruction
Capital Construction Projects – Project Administration and Process Records not required beyond the warranty period that relate to the project administration/process for new construction or additions/remodels (affecting the structure of the building/facility) for both routine and significant structures, provided the longer-term records documenting the project are retained in accordance with either: • Capital Construction Projects – Routine Buildings/Facilities (DAN GS 21010); • Capital Construction Projects – Significant Buildings/Facilities (DAN GS 21011). DAN: GS 21014 Cutoff: After project completion/ acceptance Retention: 6 Years Disposition: Shred or Delete	Design and Construction	Asset Management - Design and Construction	Phone lists; Work requisitions; Meeting coordination records; Shop drawings not affecting the structure or operating systems of the building; Schedules; Punch lists; “Red-line” drawings (“as-designed” drawings reflecting updates) that have been superseded by “as-built” drawings.	General State	Non-Essential	Destruction
Capital Construction Projects – Routine Buildings/Facilities Records relating to the design, new construction or additions/remodels (affecting the structure of the building/facility) of routine structures. Also includes records relating to the preliminary planning of the agency’s routine capital construction projects where the project was not proceeded with/completed. Excludes records covered by: • Capital Construction Projects – Project Administration and Process (DAN GS 21014); • Capital Construction Projects – Significant Buildings/Facilities (DAN GS 21011); • Maintenance – Major and/or Regulated (DAN GS 21008); • Maintenance – Minor Non-Regulated (DAN GS 21002). DAN: GS 21010 Cutoff: After disposal of asset/ abandonment of project Retention: 6 Years Disposition: Shred or Delete	Design and Construction	Asset Management - Design and Construction	Project meeting minutes, approval, program review and/or comments; Plans and drawings (including “as-built” and “as-designed” drawings and shop drawings affecting the structure or operating systems of the building (such as elevators, structural steel, HVAC, etc.)); Permits and Environmental Impact Statements (EIS); Specifications, design calculations, contracts, test results, reports (including engineering, commissioning and balancing reports), modification proposals and manuals; Selected images/photographs showing major/significant stages of the project; Allotment and payment records and related documentation.	General State	Non-Essential	Destruction
Capital Construction Projects – Significant Buildings/Facilities Records relating to the design, new construction or additions/remodels (affecting the structure of the building/facility) of significant structures. Also includes records relating to the preliminary planning of the agency’s significant capital construction projects where the project was not proceeded with/completed. Excludes records covered by: • Capital Construction Projects – Project Administration and Process (DAN GS 21014); • Capital Construction Projects – Routine Buildings/Facilities (DAN GS 21010); • Maintenance – Major and/or Regulated (DAN GS 21008); • Maintenance – Minor Non-Regulated (DAN GS 21002). DAN: GS 21011 Cutoff: After completion/abandonment of project Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Design and Construction	Asset Management - Design and Construction	Project meeting minutes, approval, program review and/or comments; Plans and drawings (including “as-built” and “as-designed” drawings and shop drawings affecting the structure or operating systems of the building); Permits and Environmental Impact Statements (EIS); Specifications, design calculations, contracts, test results, reports (including engineering, commissioning and balancing reports), modification proposals and manuals; Selected images/photographs showing major/significant stages of the project; Allotment and payment records and related documentation. Buildings and other facilities on the Capitol Campus; Headquarters/main office of the agency; Major buildings/facilities approved by the governing body/Board of Regents on university/college campuses; Major facilities operated by the agency (such as jails, hospitals, etc.); Historic or heritage-listed buildings and structures.	General State	Non-Essential	Archival
Career Advising – Alumni and General Public Records documenting advice and other services provided to alumni or other members of the public to assist them in career planning. DAN: 17-12-69141 Cutoff: After most recent contact Retention: 2 Years Disposition: Shred or Delete	Advising	Student and Campus Services - Advising	Intake information, e.g., dates that services were provided; Advisor notes; Assessments and other tools administered to identify an individual’s interests and areas of expertise, e.g., the Strong Interest Inventory; Related correspondence/communications.	EWU	Non-Essential	Destruction
Case Files – All Other Cases Case reports and files assembled by law enforcement in the course of investigating any incident that is not covered by a more specific record series. Excludes: • Cases covered by Case Files – Notorious/Historically Significant Cases (DAN 17-12-69146); • Criminal history record information. DAN: 17-12-69142 Cutoff: After conclusion of investigation and until exhaustion of appeals process Retention: 5 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Non-Essential	Destruction
Case Files – Homicides (Solved) Case reports and files assembled by law enforcement in the course of investigating homicides that have been solved. Excludes: • Cases covered by Case Files – Notorious/Historically Significant Cases (DAN 17-12-69146); • Criminal history record information DAN: 17-12-69143 Cutoff: After conclusion of investigation and until exhaustion of appeals process Retention: 20 Years Disposition: Transfer to WA State Archives for appraisal	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Non-Essential	Archival
Case Files – Homicides (Unsolved), Missing Persons (Not Found), and Unidentified Bodies Case reports and files assembled by law enforcement in the course of investigating unsolved homicides, unidentified bodies, or unfound missing persons where the case has not been solved. Excludes: • Cases covered by Case Files – Notorious/Historically Significant Cases (DAN 17-12-69146); • Criminal history record information. DAN: 17-12-69144 Cutoff: After case opened and until no longer needed for agency business Retention: 75 Years Disposition: Transfer to WA State Archives for appraisal	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Essential	Archival
Case Files – Juvenile Offenders Case reports and files assembled by law enforcement pertaining to offenses allegedly committed by juveniles. Note: RCW 13.50.270(4)(a) allows for the routine destruction of records relating to juvenile offenses only when the subject has attained 23 years of age or older. Local law enforcement records relating to juvenile offenses may also be destroyed pursuant to RCW 13.50.270(1) upon notification from the juvenile court that such records are eligible for destruction. DAN: 17-12-69145 Retention: Until juvenile attains 23 years of age or until notification of destruction eligibility is received from the juvenile court, whichever is sooner Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Non-Essential	Destruction
Case Files – Notorious/Historically Significant Cases Case reports and files assembled by law enforcement in the course of investigating cases which have gained contemporary public notoriety or significance. Excludes: • Cases covered by Case Files – Juvenile Offenders (DAN 17-12-69145); • Cases covered by Case Files – Sex Offenders and Sexually Violent Offenses (DAN 17-12-69147); • Criminal history record information. Note: For guidance on how to identify notorious or historically significant cases, please refer to Washington State Archives' Notorious/Historically Significant Case Files and Inmate Custody Records. DAN: 17-12-69146 Retention: Until no longer needed Disposition: Transfer to WA State Archives for appraisal	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Non-Essential	Archival
Case Files – Sex Offenders and Sexually Violent Offenses Case reports and files assembled by law enforcement in the course of investigating criminal sex or kidnapping offenses as defined in Chapter 9A.44 RCW, sexually violent offenses as defined in RCW 71.09.020(17), or pertaining to a sex offender as defined in Chapter 9A.44 RCW. Excludes: • Criminal history record information. Note: Records of any investigative reports pertaining to sex offenders as defined in Chapter 9A.44 RCW or sexually violent offenses as defined in RCW 71.09.020 that are not required in the current operation of the law enforcement agency or for pending judicial proceedings shall be transferred to the Washington Association of Sheriffs and Police Chiefs in accordance with RCW 40.14.070(2)(b)(i). DAN: 17-12-69147 Cutoff: After conclusion of investigation and until exhaustion of appeals process Retention: 5 Years Disposition: Transfer to Washington Association of Sheriffs and Police Chiefs for permanent retention	Law Enforcement	Student and Campus Services - Police and Parking Services	Bond and bail information; Latent print evidence (Latent Print Cards, photographic negatives, digital or photographic images, etc.).	EWU	Non-Essential	Destruction
Catalog Records describing the library information sources owned by the agency. DAN: GS 15021 Retention: Until no longer needed Disposition: Recycle or Delete	University Services	Information Management - Library Services		General State	Essential	Destruction
Celebrations/Ceremonies/Events – Routine Records relating to the agency’s involvement in routine celebrations/ceremonies/events (such as Health and Wellness Fair, Public Service Week, staff recognition, retirement ceremonies, etc.). Excludes records covered by: • Advertising and Promotion (DAN GS 05006); • Celebrations/Ceremonies/Events – Significant (DAN GS 05009); • Financial Transactions – General (DAN GS 01001). DAN: GS 05008 Retention: Until no longer needed Disposition: Recycle or Delete	Community and External Relations	Agency Administration and Management - Community and External Relations	Photographs, audio/visual recordings; etc.; Websites, social media sites, etc.; Planning and coordination records.	General State	Non-Essential	Destruction
Celebrations/Ceremonies/Events – Significant Records relating to the agency’s involvement in celebrations/ceremonies/events of particular significance to the agency and/or the state of Washington (such as milestone anniversaries, openings/dedications of major buildings or monuments, inaugurations, noteworthy appointments, national/international recognition, state funerals, graduation, etc.). Excludes records covered by: • Advertising and Promotion (DAN GS 05006); • Celebrations/Ceremonies/Events – Routine (DAN GS 05008); • Financial Transactions – General (DAN GS 01001). DAN: GS 05009 Retention: Until no longer needed Disposition: Transfer to University Archives for appraisal	Community and External Relations	Agency Administration and Management - Community and External Relations	Programs, lists of VIPs in attendance, etc.; Photographs, audio/visual recordings, transcripts of speeches; Samples/designs of logos, commemorative items; Websites, social media sites, etc.; Planning and coordination records.	General State	Non-Essential	Archival
Charity Fundraising Records relating to the agency’s coordination, participation and support of fundraising campaigns and promoting employee payroll deductions for charities. Excludes: • Authorization of payroll deductions covered by Payroll Files – Employee Pay History (DAN GS 03031) and Payroll Register (DAN GS 01060); • Office of the Secretary of State’s records related to the whole of government coordination of the Combined Fund Drive. DAN: GS 09021 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Community and External Relations	Agency Administration and Management - Community and External Relations	Decision process for selecting charity campaigns to support; Communication between the agency and charities; Dissemination of charity information; Arrangements and promotion of campaign events.	General State	Non-Essential	Destruction
Circulation Records relating to the borrowing, lending and returning of items in the library’s collection. DAN: GS 15022 Retention: Until no longer needed Disposition: Shred or Delete	University Services	Information Management - Library Services	Item circulation history; User/patron records (applications for membership, borrower registrations, parent/guardian permissions).	General State	Non-Essential	Destruction
Citations/Notices of Infraction – Issued to Officer Records documenting the issuance of blank, pre-numbered citations/notices of infraction to officers in accordance with RCW 46.64.010. DAN: 17-12-69148 Cutoff: After date of issuance or until completion of State Auditor’s report, whichever is sooner Retention: 3 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Voided citations/tickets; Receipts for books and/or devices issued.	EWU	Non-Essential	Destruction
Citations/Notices of Infraction Issued – All Others Records relating to criminal or non-criminal citations issued to alleged violators in accordance with RCW 46.64.010(4). Excludes: • Citations/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol; • Records covered by Citations/Notices of Infraction Issued – Driving Under the Influence (DAN 17-12-69150). DAN: 17-12-69149 Cutoff: After date of issuance or until completion of state auditor's report, whichever is sooner Retention: 3 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Originals and/or duplicates of issued citations; Documentation of disposition of the charge when applicable.	EWU	Non-Essential	Destruction
Citations/Notices of Infraction Issued – Driving Under the Influence Records relating to citations issued to alleged violators for driving while under the influence of intoxicating liquor or drugs as identified in RCW 46.61.502. Excludes: • Citations/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol; • Records covered by Citations/Notices of Infraction Issued – All Others (DAN 17-12-69149). Note: RCW 46.61.502 allows individuals who have had four or more prior offenses within 10 years to be charged with a gross misdemeanor, necessitating a minimum 10 year retention period. DAN: 17-12-69150 Cutoff: After date of issuance Retention: 10 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services	Citations/Notices of Infraction generated using Washington State Patrol's Statewide Electronic Collision and Ticket Online Records (SECTOR) transmitted to Washington State Patrol; Records covered by Citations/Notices of Infraction Issued – All Others (DAN 17-12- 69149).	EWU	Non-Essential	Destruction
Class Registration Records documenting the process of class registration for individual students. Includes this information maintained in systems such as Banner. DAN: 89-05-44373 Cutoff: After end of academic year Retention: 6 Years Disposition: Shred or Delete	Enrollment and Registration	Student Administration - Enrollment and Registration	Student name and number; Quarter of enrollment; Course numbers and class sections; Number of credits and grade type (e.g., letter grade, credit/no credit, audit); Total credit hours. Add/drop forms; Arranged course permits and independent study and variable credit courses; Summer workshop registrations.	EWU	Non-Essential	Destruction
Client History (Age 21 and Over) Records 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. DAN: 20-10-69582 Cutoff: After date of last visit Retention: 8 Years Disposition: Shred or Delete	University Services	Student and Campus Services - Health Services	Write-ups of counseling sessions; Psychological evaluations of clients; Treatment summaries; X-rays; Visit summaries; X-rays; Lab records; Immunizations; Patient.	EWU	Essential	Destruction
Client History (Under Age 21) Records 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. DAN: 23-10-69698 Cutoff: After client reaches age 21 Retention: 8 Years Disposition: Shred or Delete	University Services	Student and Campus Services - Health Services	Write-ups of counseling sessions; Psychological evaluations of clients; Treatment summaries; X-rays; Visit summaries; X-rays; Lab records; Immunizations; Patient.	EWU	Essential	Destruction
Client/Customer Feedback and Complaints Records relating to the capturing and receiving of feedback/information/data (including complaints) from the agency’s clients/customers concerning policies, procedures, business practices, customer service, etc., where not covered by a more specific records series. Excludes records covered by Whistleblower Investigations (DAN GS 04004). Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080). DAN: GS 09016 Cutoff: After feedback received/resolution of complaint Retention: 3 Years Disposition: Shred or Delete	Community and External Relations	Agency Administration and Management - Community and External Relations	Thank-you messages, kudos, etc.; Client/customer satisfaction surveys (including the design and distribution of such surveys); Internal and external correspondence/communications relating to complaints, their investigation and resolution.	General State	Non-Essential	Destruction
Code Blue Station Test Log Records documenting regular testing by patrol officers of the various Code Blue Stations on campus to make sure they are in working condition including phone, lights, electrical, and strobe lights work and any comments. Excludes maintenance records covered by: • Maintenance – Minor Non-Regulated (DAN GS 21002); • Maintenance – Major and/or Regulated (DAN GS 21008). DAN: 17-12-69153 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services		EWU	Non-Essential	Destruction
Collection Control Records documenting the physical control of the library’s collection. DAN: GS 15023 Retention: Until no longer needed Disposition: Shred or Delete	University Services	Information Management - Library Services	Accession and deaccession (discard) of items; Finding aids; Interlibrary loans; Shelf list/inventory of holdings.	General State	Essential	Destruction
Commute Trip Reduction (CTR) Program Records relating to an agency’s promotion and administration of reducing employee commute trips such as encouraging use of public transit, ride sharing, bicycle commute options, incentives and alternatives such as telecommuting. DAN: GS 03037 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Benefits	Human Resource Management - Benefits	Bonus voucher certification forms; Registration and participant forms; Incentives; Parking tracking files; CTR performance evaluations/reports/surveys/questionnaires.	General State	Non-Essential	Destruction
Complaints and Grievances – Exonerated Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint proved to be unsubstantiated. May be filed by job applicants, the public and represented and non-represented state employees. Note: Records may be retained upon employee request and in case of pending legal action (reference RCW 41.06.450 and WAC 357-22-040). Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement. DAN: GS 03006 Retention: Until exoneration Disposition: Shred or Delete	Misconduct/Discipline/Grievances	Human Resource Management - Misconduct/Discipline/Grievances	Filed complaints and grievances; Supporting documentation; Agency response and decisions; Legal actions, arbitration or mediation efforts; Determinations and appeals.	General State	Non-Essential	Destruction
Complaints and Grievances – Upheld Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public and represented and non-represented state employees. Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement. DAN: GS 03003 Cutoff: After final determination of case Retention: 6 Years Disposition: Shred or Delete	Misconduct/Discipline/Grievances	Human Resource Management - Misconduct/Discipline/Grievances	Filed complaints and grievances; Supporting documentation; Agency response and decisions; Legal actions, arbitration or mediation efforts; Determinations and appeals.	General State	Essential	Destruction
Compulsory Process Served on the Agency (Not Party to Litigation) Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint/grievance was upheld. May be filed by job applicants, the public and represented and non-represented state employees. Excludes records covered by Litigation Case Files – Significant (DAN GS 18009) and Litigation Case Files – Routine (DAN GS 18004). DAN: GS 18006 Retention: Until no longer needed Disposition: Shred or Delete	Misconduct/Discipline/Grievances	Human Resource Management - Misconduct/Discipline/Grievances	Filed complaints and grievances; Supporting documentation; Agency response and decisions; Legal actions, arbitration or mediation efforts; Determinations and appeals.	General State	Non-Essential	Destruction
Contact Information Records relating to the contact details of external clients/stakeholders the agency has gathered/received and the maintenance of such lists/collections. DAN: GS 50007 Retention: Until no longer needed Disposition: Shred or Delete	Transitory	Transitory	Business cards; Contact details stored in Microsoft Outlook and other contact databases; Mailing lists, email distribution lists, listserv/RSS subscriber details, etc.; Requests to be added/removed from the agency’s contact lists (includes mail/communications returned as undeliverable); Quality assurance checks; Related correspondence/communications.	General State	Non-Essential	Transitory - Destruction
Contracts and Agreements Instruments signed by the agency and one or more parties that set out terms and conditions to which the signing parties agree or submit. Also includes records relating to negotiations, amendments and contract monitoring. DAN: GS 01050 Cutoff: After termination or expiration of instrument Retention: 6 Years Disposition: Shred or Delete	Contracts and Purchasing	Financial Management - Contracts and Purchasing	Interagency, interagency and inter-governmental agreements; Lease, escrow and rental agreements; Lending agreements (facility, equipment, vehicle); Liability waivers (hold harmless, insurance, etc.); Loan agreements (long-term debt, etc.); Master depository contract (banking); Personal service, client service, purchasing agreements; Purchase and sales agreements (non-capital asset purchases only); Vendor bonds; Warranties; Related correspondence/communications.	General State	Essential	Destruction
Conversion/Conservation – Archival Records Records documenting the process of converting the agency’s Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Archival public records. DAN: GS 11011 Retention: Until the converted/repaired Archival records are transferred to Washington State Archives Disposition: Transfer to University Archives for appraisal	Records Mgmt	Information Management - Records Management	Migration of digital records (mapping schemas, testing reports, etc.); Digitization of paper-based records (tests, inspection results, etc.); Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.); Transfer of magnetic recordings; Records documenting conservation (repair/stabilization) treatments performed on public records.	General State	Non-Essential	Archival
Conversion/Conservation – Non-Archival Records Records documenting the process of converting the agency’s Non-Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Non-Archival public records. DAN: GS 11013 Retention: Until the converted/repaired Non- Archival records have been destroyed in accordance with a current approved records retention schedule Disposition: Shred or Delete	Records Mgmt	Information Management - Records Management	Migration of digital records (mapping schemas, testing reports, etc.); Digitization of paper-based records (tests, inspection results, etc.); Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.); Transfer of magnetic recordings; Records documenting conservation (repair/stabilization) treatments performed on public records.	General State	Non-Essential	Destruction
Corrective Actions – Audits (Development of Plans) Records relating to the development of corrective action plans to address issues/findings raised in internal and external audits/reviews. DAN: GS 04008 Retention: Until completion and acceptance of final plan Disposition: Shred or Delete	Auditing	Agency Administration and Management - Auditing	Preliminary drafts of corrective action plans; Working notes; Related correspondence/communications.	General State	Non-Essential	Destruction
Corrective Actions – Audits Records relating to the actions taken by the agency to address issues/findings raised in internal and external audits/reviews. Excludes: • Records covered by Corrective Actions – Audits (Development of Plans) (DAN GS 04008); • Records of the Office of Financial Management of corrective action reports received from other agencies. DAN: GS 04007 Cutoff: After matter resolved Retention: 6 Years Disposition: Shred or Delete	Auditing	Agency Administration and Management - Auditing	Corrective action plans; Certificates of completion; Reporting of corrective action, plans, progress on corrective actions and certificates of completion to the Office of Financial Management in accordance with State Administrative and Accounting Manual (SAAM) Section 55.10; Related correspondence/communications.	General State	Non-Essential	Destruction
Coursework Grades/Scores/Comments Records maintained by instructor documenting individual students’ performance in a course, including scores, grades, and or comments in regard to exams, papers, projects, and/or class participation. Provides the basis for the final grade that is assigned. Excludes 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 – Proficiency/Placement or Credit by Exam (DAN 89-05-44366). DAN: 87-10-40997 Cutoff: After assignment of final grade Retention: 2 Years Disposition: Shred or Delete	Assessment/Evaluation	Teaching and Learning - Assessment/Evaluation		EWU	Non-Essential	Destruction
COVID-19 Vaccination Status Verification Records Records documenting the agency’s compliance with its process for verifying the COVID-19 vaccination status of its employees in accordance with Department of Labor and Industries’ Division of Occupational Safety and Health (DOSH) Directives (1.70)and (11.80). DAN: GS 03058 Retention: Until No Longer Needed Disposition: Shred or Delete				General State	Non-Essential	Destruction
Criminal History Background Check Logs Logs documenting criminal history inquiries made through Washington State Patrol’s ACCESS system. DAN: 17-12-69154 Retention: Until completion of Washington State Patrol audit Disposition: Shred or Delete	Law Enforcement	Student and Campus Services - Police and Parking Services		EWU	Non-Essential	Destruction
Curriculum and Course Proposals (Approved/Denied) Provides documentation of the planning and development of academic courses and programs that have been approved. DAN: 75-02-09159 Cutoff: After end of calendar year Retention: 6 Years Disposition: Shred or Delete	General Academic Records	Teaching and Learning - Curriculum Development		EWU	Non-Essential	Destruction
Curriculum/Courses These files contain all information regarding curriculum/course matters (curriculum changes, course additions, deletions, changes; special topics; course propaganda; catalog information; enrollments; class schedules). DAN: 92-12-51504 Cutoff: After superseded Retention: 6 Years Disposition: Shred or Delete	General Academic Records	Teaching and Learning - Curriculum Development		EWU	Non-Essential	Destruction
Destruction of Public Records Records documenting the destruction of the agency’s public records. DAN: GS 11005 Retention: Life of the University Disposition: Shred or Delete	Records Mgmt	Information Management - Records Management	Destruction logs; Affidavits; Agency authorizations; Certificates/notices of destruction.	General State	Essential	Destruction
Disability Services – Accommodations Records documenting services requested and/or provided to individual students with disabilities in compliance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) of 1990, and the ADA Amendments Act of 2008. DAN: 17-12-69155 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	University Services	Student and Campus Services - Disability Services	Requests for services and accompanying documentation; Agency response, including accommodations identified and provided.	EWU	Non-Essential	Destruction
Disbursement of Agency Supplies/Consumables Records documenting the disbursement of agency supplies (such as office supplies, fuel, parts and other consumables). DAN: GS 16005 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Operations and Use	Asset Management - Operations and Use		General State	Non-Essential	Destruction
Disciplinary Investigations for Exonerated Students Records documenting the investigation into possible violation of Student Conduct Code (chapter 172-121 WAC) for students who were subsequently exonerated. DAN: 17-12-69156 Cutoff: After completion of investigation Retention: 6 Years Disposition: Shred or Delete	Misconduct/Discipline/Grievances	Asset Management - Operations and Use		EWU	Non-Essential	Destruction
Disclosure of Former Employee Information to Prospective Employers Records relating to the disclosure of information (such as hiring recommendations, employment/income verifications, etc.) about former employees to prospective employers or employment agencies in accordance with RCW 4.24.730. Note: Retention based on 3-year statute of limitations for personal injury (RCW 4.16.080) and 2-year requirement in RCW 4.24.730. DAN: GS 03053 Cutoff: After disclosure of information Retention: 3 Years Disposition: Shred or Delete	Personnel History	Human Resource Management - Personnel History	Written logs; Disclosure releases/statements; Copies of information provided.	General State	Non-Essential	Destruction
Donations/Gifts – Assets Records documenting non-cash donations, gifts, and sponsorships made directly to the University. Excludes donations made to the EWU Foundation. DAN: 17-12-69157 Cutoff: After disposition of asset and fulfillment of agreement Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Acquisition and Disposal	Development and Outreach - Donations/Gifts	Correspondence/communications to and from donor; Gifts and donations checklist; Terms and agreements of the contribution made. Provenance Custody	EWU	Essential	Archival
Donations/Gifts – Monetary Records documenting monetary donations, gifts, and sponsorships made directly to the University. Excludes donations made to the EWU Foundation. DAN: 17-12-69158 Cutoff: After end of fiscal year and fulfillment of agreement Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Accounting and Fiscal	Development and Outreach - Donations/Gifts	Correspondence/communications to and from donor; Gifts and donations checklist; Terms and agreements of the contribution made.	EWU	Essential	Archival
Drafting and Editing Records relating to the drafting/editing of correspondence, documents and publications. DAN: GS 50008 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory	Transitory	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; Edits/suggestions/directions (such as handwritten annotations/notes, track changes information/comments in Microsoft Word, etc.); Electronic documents created solely for printing (such as signs, mailing labels, etc.); Related correspondence/communications.	General State	Non-Essential	Transitory - Destruction
Electronic Documents Used to Create Signed Paper Records Electronic documents created in order to print paper records that get signed, provided the signed paper records (or agency copy of same, if signed original is sent) are retained in accordance with the current approved minimum retention period. Note: Agencies should still create and retain copies of signed letters as evidence of the business transaction. DAN: GS 50009 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory	Transitory	Microsoft Word versions of minutes/letters/correspondence/etc. used to print the hard copy that gets signed.	General State	Non-Essential	Transitory - Destruction
Emergency/Disaster Preparedness – Contact Information Personal contact information for employees, students, volunteers, etc., compiled to facilitate contact in the event of an emergency or disaster. DAN: GS 25004 Retention: Until obsolete or superseded Disposition: Shred or Delete	General Business Records	AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSE		General State	Essential	Destruction
Emergency/Disaster Preparedness and Recovery Plans Records relating to disaster preparedness, response and recovery plans prepared for any aspect of the agency’s operations and assets. Note: Retention based on 3-year statute of limitations for personal injury ( RCW 4.16.080). DAN: GS 14010 Cutoff: After obsolete or superseded Retention: 3 Years Disposition: Recycle or Delete	General Business Records	AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSE	Employee emergency plans and fire prevention plans prepared in accordance with WAC 296-24-567.	General State	Essential	Destruction
Emergency/Disaster Response/Recovery – Minor/Routine Records relating to the agency’s response to and recovery from minor/routine emergencies/disasters (such as leaking pipes, building flooding, snow closure, etc.) where the agency manages the recovery with minimal assistance and/or disruption to normal agency operations. Excludes records of the Military Department DAN: GS 25005 Cutoff: After matter resolved/recovery complete Retention: 6 Years Disposition: Recycle or Delete	General Business Records	AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSE		General State	Non-Essential	Destruction
Emergency/Disaster Response/Recovery – Significant Records relating to the agency’s response to and recovery from significant emergencies/disasters (such as volcanic eruptions, major fires/flooding, landslides, etc.) where the agency deploys non-routine procedures, mobilizes special resources, requires significant outside assistance, and/or where normal agency operations are suspended or significantly disrupted. Excludes records of agencies that respond to emergencies/disasters as part of their core mission (such as Military Department, Department of Health, Washington State Patrol, etc.). DAN: GS 25006 Cutoff: After matter resolved/recovery complete Retention: 6 Years Disposition: Transfer to University Archives for appraisal	General Business Records	AGENCY ADMINISTRATION AND MANAGEMENT - RISK MANAGEMENT AND DISASTER PREPAREDNESS/RESPONSE	COVID-19	General State	Non-Essential	Archival
Employee Medical and Exposure Records Records comprising the employee medical and exposure records as defined and managed in accordance with chapter 296-802 WAC. Note: For more information on requirements for retaining employee health and medical records see chapter 296-802 WAC and RCW 49.17.220. DAN: GS 03039 Cutoff: After date of separation from agency Retention: 30 Years Disposition: Shred or Delete	Occupational Health and Safety	HUMAN RESOURCE MANAGEMENT - OCCUPATIONAL HEALTH AND SAFETY	• Records concerning the health status of an employee which are made or maintained by a physician, nurse, or other health care personnel or technician; • Medical surveillance and exposure documentation; • Medical diagnosis stemming from exposure; • Audiology history records (if position puts employee at risk for hearing loss); • Industrial hygiene monitoring.	General State	Non-Essential	Destruction
Employment Eligibility – U.S. Citizenship and Immigration Services (USCIS) Records relating to the verification of employment eligibility within the United States. Reference: 8 CFR § 274a.2, 20 CFR § 655.760. Note: This series applies to any applicants that are actually hired. For those not hired, their recruitment records are to be covered under Recruitment – Employee (DAN GS 03012). DAN: GS 03036 Cutoff: After date of hire or 1 year after separation from agency, whichever is later Retention: 3 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Enrollment Reports Compilations of data generated by or distributed to departments and individual instructors regarding student enrollment, courses, grade distribution, scholarship, ethnicity of students, etc. Includes this information maintained in systems such as Banner. DAN: 85-04-35289 Cutoff: After end of academic quarter Retention: 2 Years Disposition: Shred or Delete	Enrollment and Registration		Class enrollment count; Class standing report; Degrees by quarter report; Academic probation list.	EWU	Non-Essential	Destruction
Entry/Exit Logs - Facilities (COVID-19 Checks/Logs) Records documenting COVID-19-related checks/logs of staff and visitors to agency facilities. Exclude records covered by Entry/Exit Logs – Facilities (DAN GS 25007). DAN: GS 25009 Retention: Until No Longer Needed Disposition: Shred or Delete	Security	Security	Wellness/temperature checks; Contact details captured solely for tracing purposes; Records relating to contact tracing by the agency; attestation; daily symptom check	General State	Non-Essential	Destruction
Entry/Exit Logs – Facilities Records documenting the entry and exit of staff, contractors, volunteers and visitors to agency facilities (including secure areas) where not covered by a more specific records series. Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008). DAN: GS 25007 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Security			General State	Non-Essential	Destruction
Establishment/Development History of Agency/Programs Records documenting the planning, establishment and significant changes/developments of the agency and its programs. DAN: GS 10013 Cutoff: After end of calendar year Retention: 6 Years Disposition: Transfer to University Archives for appraisal	General Business Records			General State	Non-Essential	Archival
Examination Scores – Proficiency/Placement or Credit by Exam Records documenting student scores on qualifying exams administered to determine level of subject proficiency, and/or to authorize students for course credit or possible exemption from taking a course. Excludes 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) DAN: 89-05-44366 Cutoff: After after graduation or after date of last attendance Retention: 6 Years Disposition: Shred or Delete	Assessment/Evaluation		Compass Placement Testing (CPT); Mathematics Placement Tests (MPT).	EWU	Non-Essential	Destruction
Examinations and Answer Sheets – Proficiency/Placement or Credit by Exam Records documenting student responses to placement examinations administered by the University or its departments to determine level of subject proficiency, and/or to authorize students for course credit or possible exemption from taking a course. Excludes student responses for tests, exams, and other assessments that are administered as part of a course, which are covered by Papers, Projects and Other Assignments by Students – Not Retrieved (DAN 17-12-69175). Excludes student responses for tests, exams, and other assessments that are administered as part of a course, which are covered by Papers, Projects and Other Assignments by Students – Not Retrieved (DAN 17-12-69175). DAN: 17-12-69159 Cutoff: After end of academic year Retention: 1 Year Disposition: Shred or Delete	Assessment/Evaluation		English Placement Tests; Mathematics Placement Tests (MPT).	EWU	Non-Essential	Destruction
Exit Interview – Personnel Documentation of information gained during an exit interview with an employee separating from the agency. DAN: GS 03040 Cutoff: After exit interview completed Retention: 3 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
External Audits/Reviews of Agency – Final Reports Records relating to the final outcome of audits conducted by either the State Auditor’s Office or other external organizations. Excludes: • Records covered by Grants Received by Agency (DAN GS 23004); • Records of the State Auditor’s Office. DAN: GS 04006 Cutoff: After audit report date Retention: 6 Years Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
External Audits/Reviews of the Agency – Interactions Records relating to the agency’s interactions with the external agency/organization conducting the audit/review of the agency. Excludes records covered by External Audits/Reviews of the Agency – Final Reports (DAN GS 04006). DAN: GS 04009 Retention: Until conclusion of audit Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Facility Systems and Equipment – Installation Records relating to the installation of systems and equipment in agency facilities that are not integral to the structure of the facility and that may be replaced during the life of the facility, such as: • Audio/visual systems/equipment; • Fire and life safety (alarms, sprinklers, etc.); • Heating, ventilating and air conditioning (HVAC); • Information technology (IT) wiring; • Security systems/equipment (alarms, keys, locks, etc.). DAN: GS 21015 Cutoff: After disposal of systems/equipment Retention: 6 Years Disposition: Shred or Delete	Design and Construction			General State	Essential	Destruction
Financial Aid Reports – Internal Aggregate/summary records documenting disbursements and financial aid status, where not covered by a more specific record series. Excludes: • Required reporting covered by Institutional Eligibility – Financial Aid (DAN 83-10-32929); • Aid packaging reports covered by Student Aid Eligibility Determination/Tracking (DAN 17-12-69187). DAN: 84-08-34409 Cutoff: After end of award year Retention: 6 Years Disposition: Shred or Delete	Financial Aid		Summary disbursement reports (daily, weekly, monthly, etc.); Cancellation journals.	EWU	Non-Essential	Destruction
Financial Disputes and Collections Records relating to the agency’s financial disputes and attempts to collect funds where litigation has not commenced. DAN: GS 01003 Cutoff: After matter resolved Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Financial Transactions – General Records documenting all resources received and expended by the agency provided the receipts and expenditures are not for bond or grant projects. DAN: GS 01001 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Financial Transactions – Sensitive Cardholder Data Specific sensitive cardholder data elements obtained during electronic financial transactions where the agency stores, processes or transmits cardholder data received via point of sale systems, phone, email, internet, paper, etc. Sensitive cardholder data elements include: • Primary Account Number (PAN) and credit card number, if different; • Sensitive Authentication Data (SAD) as defined by the Payment Card Industry Data Security Standard (PCI DSS). Includes full track data, IN/PIN blocks, and three or four-digit customer identification (CID) number printed on the front or back of payment card such as Card Identification Number (CIN), Card Verification Value (CVV), or Card Validation Code (CVC). DAN: GS 01070 Retention: Until completion of transaction Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Food Service Inspections Records documenting Food Service inspections that are administered periodically to ensure the facility meets the required standards and regulations. DAN: 93-05-52348 Cutoff: After completion of inspection and violations (if any) corrected/resolved Retention: 6 Years Disposition: Shred or Delete	University Services		Inspection reports; Correction plans; Progress reports; Related communications.	EWU	Non-Essential	Destruction
Forms – Accountable Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets and licenses. Note: These records are retained for audit purposes. DAN: GS 12004 Cutoff: After end of fiscal year in which form was created/printed Retention: 6 Years Disposition: Shred or Delete	Records Mgmt			General State	Non-Essential	Destruction
Forms – Development Records relating to the design, creation and revision of agency-created forms. DAN: GS 12001 Retention: Until no longer needed Disposition: Shred or Delete	Records Mgmt			General State	Non-Essential	Destruction
Forms – Inventory Files Inventories of stocks of forms on hand. DAN: GS 12003 Retention: Until superseded or obsolete Disposition: Recycle or Delete	Records Mgmt			General State	Non-Essential	Destruction
Forms – Master Set Master set of all forms created by the agency. Also includes source materials (.pdfs, camera-ready masters, original photographs/images, etc.). DAN: GS 12005 Retention: Until use of form ceases Disposition: Recycle or Delete	Records Mgmt			General State	Essential	Destruction
Fundraising Efforts Records relating to fundraising efforts by University departments, or by clubs and organizations that have been recognized by the Associated Students of Eastern Washington University (ASEWU) Council, where the University, club, or organization itself is the beneficiary. Excludes: • Records relating to University fundraising efforts for charity, covered by Charity Fundraising (DAN GS 09021); • Records documenting fundraising efforts for charity by ASEWU Council-recognized clubs and organizations, which are not University records; • Records relating to fundraising efforts by clubs and organizations that are not recognized by the ASEWU Council, which are not University records; • Records of fundraising efforts by the EWU Foundation. DAN: 17-12-69160 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Recycle or Delete	General Business Records		Fundraising activities; Advertising; Related correspondence/communications.	EWU	Non-Essential	Destruction
General Information – External Information received from other agencies, commercial firms or private institutions, which requires no action and is no longer needed for agency business purposes. DAN: GS 50004 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Governing/Executive/Policy-Setting Body Records Records documenting the actions, meetings and membership of the agency’s governing body, executive management team and other policy-setting/decision-making boards, committees, commissions, councils, task forces, etc. Also includes interagency/national/external policy-setting/decision-making bodies for which the agency acts as secretary/keeper of the official records. Excludes appointment records of the Office of the Governor and other records covered by: • Advisory Body Records (DAN GS 10015); • Meeting Arrangements (DAN GS 09024); • Meeting Materials – Members’ Copies/Notes (DAN GS 09026). DAN: GS 10004 Cutoff: After end of calendar year Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Meetings and Board/Committee Support			General State	Essential	Archival
Grade Confirmation and Class/Rank Reports Records documenting the reporting by Records and Registration of final quarterly student grades, including students’ rank within their class, to academic departments. DAN: 17-12-69161 Cutoff: After end of academic quarter Retention: 2 Years Disposition: Shred or Delete	Assessment/Evaluation			EWU	Non-Essential	Destruction
Grade Input and Grade Changes Records documenting the entry of new and revised quarterly final coursework grades into students’ academic records DAN: 98-07-55813 Cutoff: After end of academic quarter Retention: 6 Years Disposition: Shred or Delete	Assessment/Evaluation		Grades entered by instructor directly into transcript record; Grades submitted to Records and Registration by instructor for subsequent entry into transcript record; Reports of Incomplete.	EWU	Non-Essential	Destruction
Grants Issued by Agency – Applications (Denied) Records relating to grant applications that were denied by the agency. DAN: GS 23002 Cutoff: After grant application denied Retention: 1 Year Disposition: Shred or Delete	Grants Management			General State	Non-Essential	Destruction
Grants Issued by Agency – Applications (Successful) Records relating to grants administered and/or issued by state agencies, including continuous grants. DAN: GS 23001 Cutoff: After end of funding period/grant cycle and completion of all grant requirements for that cycle Retention: 6 Years Disposition: Shred or Delete	Grants Management			General State	Essential	Destruction
Grants Issued by Agency – Program Administration Records relating to the agency’s administration of grant and other financial assistance programs (such as loans, scholarships, etc.). DAN: GS 23003 Cutoff: After end of funding period/grant cycle Retention: 6 Years Disposition: Shred or Delete	Grants Management			General State	Non-Essential	Destruction
Grants Received by Agency – Unsuccessful Applications Records relating to unsuccessful grant applications made by the state agency to grant-issuing entities. DAN: GS 23006 Retention: Until no longer needed for agency business Disposition: Shred or Delete	Grants Management			General State	Non-Essential	Destruction
Grants Received by Agency Records relating to grant projects and funds received and expended by state agencies, including any continuous grants. Note: If federal retention requirements are shorter than 6 years, the records must still be retained for the minimum 6 years after end of grant period/cycle to satisfy state requirements. DAN: GS 23004 Cutoff: After end of funding period/grant cycle and completion of all grant requirements for that cycle (such as federal retention requirements, submission of financial status report, etc.) Retention: 6 Years Disposition: Shred or Delete	Grants Management			General State	Essential	Destruction
Helpdesk Requests Records relating to requests for advice and assistance in using the agency’s information technology and telecommunications equipment, systems and applications. DAN: GS 14029 Retention: Until finalization of request Disposition: Recycle or Delete	University Services			General State	Non-Essential	Destruction
Honorary Degrees Records documenting the conferral by the University of honorary master’s or doctorate-level degrees, in accordance with RCW 28B.35.205(2) and/or (3) and EWU Policy 303-04. Excludes Board of Trustees minutes, agendas, and meeting files covered by Governing/Executive/Policy-Setting Body Records (DAN GS 10004). DAN: 17-12-69162 Cutoff: After degree is awarded Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Graduation		Degrees awarded to persons in recognition of their learning or devotion to education, literature, art, or science; Degrees awarded to persons who were students at the university in 1942 and did not graduate because they were ordered into an internment camp.	EWU	Non-Essential	Archival
Immigration/Visa Advising – Foreign Students Records relating to the immigration/visa status of individual foreign students, retained for advising purposes and/or to document compliance with U.S. Citizenship and Immigration Services requirements. DAN: 17-12-69164 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Advising			EWU	Essential	Destruction
Informational Notifications/Communications Records communicating basic/routine short-term information (regardless of format or media used) that: • Do not document agency decisions/actions; • Are not used as the basis of agency decisions/actions; and • Are not covered by a more specific records series. DAN: GS 50001 Retention: Until no longer needed Disposition: Shred or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Injury Claims – Eye Injuries Records relating to claims filed by employees with eye injuries on the job. Note: Retention based on 10-year requirement for eye injury claims (RCW 51.32.160(1)(c)). DAN: GS 03016 Cutoff: After claim settled Retention: 10 Years Disposition: Shred or Delete	Occupational Health and Safety			General State	Non-Essential	Destruction
Injury Claims Records relating to claims filed by employees injured on the job. Note: Retention based on 7-year requirement for injury claims (RCW 51.32.160(1)(a)). DAN: GS 03015 Cutoff: After claim settled Retention: 7 Years Disposition: Shred or Delete	Occupational Health and Safety			General State	Non-Essential	Destruction
Inspections/Monitoring – Regulated Records relating to inspecting/monitoring of assets owned, used or maintained by the agency where required by regulatory agencies and where not covered by a more specific records series. Note: Records documenting inspecting/monitoring of other entities’ assets by the agency in its regulatory capacity are covered by the agency’s specific records retention schedule. DAN: GS 21016 Cutoff: After end of calendar year and correction of any violations Retention: 6 Years Disposition: Shred or Delete	Maintenance, Inspection, and Monitoring			General State	Non-Essential	Destruction
Inspections/Monitoring – Routine/Non-Regulated Records relating to the routine inspecting/monitoring of assets owned, used or maintained by the agency where not required by regulatory agencies and not covered by a more specific records series. DAN: GS 21017 Retention: Until no longer needed for agency business Disposition: Shred or Delete	Maintenance, Inspection, and Monitoring			General State	Non-Essential	Destruction
Institutional Animal Care and Use Committee (IACUC) – Inspections, Reports, and Evaluations Records documenting the review, monitoring, and oversight of animal research by the Institutional Animal Care and Use Committee (IACUC), in compliance with 9 CFR 2.35. Excludes IACUC meeting records, which are covered by Governing/Executive/Policy-Setting Body Records (DAN GS 10004) Note: 9 CFR 2.35 requires the retention of general IACUC records for at least 3 years. DAN: 17-12-69165 Cutoff: After date of document Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Grants Management		IACUC reviews of research proposals and ongoing review activities; Required inspections and reports; Scientific evaluations.	EWU	Essential	Archival
Institutional Animal Care and Use Committee (IACUC) – Research Conducted Records which relate to specific research conducted, or which document decisions pertaining to committee actions on that research. Note: 9 CFR 2.35 requires the retention of IACUC records that relate directly to proposed activities and changes to same for at least 3 years after completion of the research. DAN: 17-12-69166 Cutoff: After completion/termination of research Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Grants Management			EWU	Essential	Archival
Institutional Eligibility – Financial Aid Records documenting the University’s eligibility to participate in financial aid programs, including federal, campus-based programs. DAN: 83-10-32929 Cutoff: After end of aid year Retention: 6 Years Disposition: Shred or Delete	Financial Aid			EWU	Essential	Destruction
Institutional Review Board (IRB) for Human Subjects Research – Administration and Research Oversight Records documenting the review, monitoring, and oversight of human subject research by Eastern Washington University’s Institutional Review Board (IRB) for Human Subjects Research in accordance with 45 CFR 46.115. Excludes IRB meeting records covered by Governing/Executive/Policy-Setting Body Records (DAN GS 10004). Note: 45 CFR 46.115(a) requires the retention of general IRB records for at least 3 years. DAN: 17-12-69167 Cutoff: After date of document Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Grants Management		Federalwide Assurance agreement with the U.S. Department of Health & Human Services’ Office of Human Research Protections; Written procedures for the IRB as described in 45 CFR 46.103 (b)(4) and 46.103(b)(5); IRB member lists and credentialing, appointment letters; Applications received, including title, name of investigators, date received, period of approval, modifications, etc.	EWU	Essential	Archival
Institutional Review Board (IRB) for Human Subjects Research – Principal Investigator Records (Research Conducted) IRB records relating to investigator activities in human subject research including approved regulatory, certified exempt, completed, denied and withdrawn protocols. Note: 45 CFR 46.115(b) requires the retention of IRB records relating to research conducted for at least 3 years after completion of the research. DAN: 17-12-69168 Cutoff: After completion/termination of research Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Grants Management			EWU	Essential	Archival
Interagency Transfers Records relating to the transfer process of personnel records for an employee leaving a state agency and transferring to another state agency. Note: Documentation of the originals sent is to remain with the originating agency and held for the same retention and disposition as the original records. Reference: State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures. DAN: GS 03057 Cutoff: After transfer verification Retention: 6 Months Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Internal Audit Programs – Quality Assurance Reviews (Development) Records relating to external independent reviews of agency’s internal audit programs required by the Institute of Internal Auditors’ International Professional Practices Framework. DAN: GS 04011 Retention: Until conclusion of review Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Internal Audit Programs – Quality Assurance Reviews (Final Reports) Records relating to final outcome of external independent reviews of agency’s internal audit programs required by the Institute of Internal Auditors’ International Professional Practices Framework. DAN: GS 04012 Cutoff: After review report date Retention: 6 Years Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Internal Audits/Consultations – Development Records related to the conducting of internal audits/consultations which are either documented in the audit working papers or which proved not to be relevant to the conclusions of the audit/consultation. DAN: GS 04010 Retention: Until conclusion of audit/consultation Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Internal Audits/Consultations – Final Reports and Audit Working Papers Final reports, audit working papers and other supporting documentation relating to the planning, methodology, conduct and conclusions of internal audits/consultations. DAN: GS 04001 Cutoff: After conclusion of audit/consultation Retention: 6 Years Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Internal Revenue Service (IRS) Forms – Payroll Records relating to the Internal Revenue Service forms to authorize or request tax withholding/exemptions and that are held by employer. DAN: GS 03052 Cutoff: After superseded or date of separation from agency, whichever is sooner Retention: 4 Years Disposition: Shred or Delete	Payroll			General State	Non-Essential	Destruction
Internet Browsing Records routinely generated as part of internet browsing. DAN: GS 50010 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Inventories – Capital Assets Records relating to inventories of land, buildings, furniture, equipment and other capital assets. May be used for input into the statewide reporting system. DAN: GS 16008 Cutoff: After superseded Retention: 6 Years Disposition: Shred or Delete	Acquisition and Disposal			General State	Essential	Destruction
Inventories – Supplies, Commodities and Parts Running inventories used to manage stocks of expendable materials such as office supplies, parts and other expendable supplies, describing the materials and indicating current stock balances. DAN: GS 16004 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Labor Union Administrative Files – Agency Relations Records relating to the agency and labor union relations. DAN: GS 09014 Cutoff: After date of document Retention: 2 Years Disposition: Shred or Delete	Labor Relations			General State	Non-Essential	Destruction
Labor Union Contracts and Negotiations Records relating to contracts and negotiations held by the agency labor relations office to administrate contracts and proceedings. DAN: GS 09015 Cutoff: After contract superseded or terminated Retention: 6 Years Disposition: Recycle or Delete	Labor Relations			General State	Essential	Destruction
Legal Advice and Issues Records relating to legal advice and opinions received by the agency concerning the agency’s actions, statutes, rules, policies and procedures, etc. Also includes records relating to legal issues of concern to the agency where not covered by a more specific records series. Excludes: • Records covered by Litigation Case Files – Significant (DAN GS 18009) and Litigation Case Files – Routine (DAN GS 18004); • Records of the Office of the Attorney General. DAN: GS 18003 Cutoff: After issue resolved and until advice no longer needed for agency business Retention: 6 Years Disposition: Shred or Delete	Labor Relations			General State	Essential	Destruction
Legislation – Development and Analysis Records relating to the development of agency request legislation and analysis of the impact on the agency of any legislation (federal or state). Excludes records covered by: • Legislation/Regulations/Rules – Monitoring/Tracking (DAN GS 19002); • Reporting to External Agencies (Mandatory) (DAN GS 19004). DAN: GS 19001 Cutoff: After end of legislative session Retention: 2 Years Disposition: Transfer to WA State Archives for appraisal	Legislation and Rule Making			General State	Non-Essential	Archival
Legislation/Regulations/Rules – Monitoring/Tracking Records relating to the monitoring/tracking of proposed legislation/regulations/rules with possible impact on the agency under consideration by the Legislature, other state agencies, federal or local governments. Excludes records (such as public agency lobbying L-5 reports) covered by Reporting to External Agencies (Mandatory) (DAN GS 19004). DAN: GS 19002 Cutoff: After end of calendar year Retention: 2 Years Disposition: Shred or Delete	Legislation and Rule Making			General State	Non-Essential	Destruction
Litigation Case Files – Routine Agency records related to a particular litigation case involving the agency which does not have profound influence on the administration of state government and/or the state of Washington. Also includes litigation with no Office of the Attorney General involvement. Excludes: • Records covered by Litigation Case Files – Significant (DAN GS 18009); • Records of the Office of the Attorney General. DAN: GS 18004 Cutoff: After resolution of case (including appeals) Retention: 6 Years Disposition: Shred or Delete				General State	Essential	Destruction
Litigation Case Files – Significant Agency records related to a particular litigation case involving the agency which has profound influence on the administration of state government and/or the state of Washington (such as Boldt, McCleary, WPPSS Bondholders, Doran, etc.). Also includes litigation with no Office of the Attorney General involvement. Excludes: • Records covered by Litigation Case Files – Routine (DAN GS 18004); • Records of the Office of the Attorney General. DAN: GS 18009 Cutoff: After resolution of case (including appeals) Retention: 6 Years Disposition: Transfer to WA State Archives				General State	Essential	Archival
Lost and Found Property Records relating to the receipt of personal property left behind in/at agency facilities, vehicles and/or events and the return/disposal of the item. Excludes records of the Department of Revenue relating to unclaimed property. Note: Retention based on 3-year statute of limitations for taking, detaining, or injuring personal property (RCW 4.16.080). DAN: GS 21012 Cutoff: After return/disposal of item Retention: 3 Years Disposition: Shred or Delete	Acquisition and Disposal			General State	Non-Essential	Destruction
Mail Delivery and Receipt Records documenting the agency’s incoming and outgoing physical mail (letters, packages, etc.). DAN: GS 13003 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	University Services			General State	Non-Essential	Destruction
Maintenance – Major and/or Regulated Records documenting all major maintenance (which is beyond regular upkeep) and all regulated maintenance (required by regulatory agencies and/or local, state or federal statute and/or court order/rule) which is performed on assets owned, used or maintained by the agency. Excludes records covered by: • Capital Construction Projects – Routine Buildings/Facilities (DAN GS 21010); • Capital Construction Projects – Significant Buildings/Facilities (DAN GS 21011); • Contracts and Agreements (DAN GS 01050); • Financial Transactions – General (DAN GS 01001). DAN: GS 21008 Cutoff: After disposal of asset Retention: 6 Years Disposition: Shred or Delete	Maintenance, Inspection, and Monitoring			General State	Essential	Destruction
Maintenance – Minor Non-Regulated Records documenting minor maintenance (regular upkeep) performed on assets owned, used or maintained by the agency and is not required by a regulatory agency, such as: • Custodial, floor and window cleaning, mowing/gardening, indoor plant care, etc.; • Painting, furniture upholstery/refinishing, etc.; • Vehicle and equipment oil changes, tune-ups, filters, tires, etc. Excludes records covered by: • Capital Construction Projects – Routine Buildings/Facilities (DAN GS 21010); • Capital Construction Projects – Significant Buildings/Facilities (DAN GS 21011); • Contracts and Agreements (DAN GS 01050); • Facility Systems and Equipment – Installation (DAN GS 21015); • Financial Transactions – General (DAN GS 01001); • Maintenance – Major and/or Regulated (DAN GS 21008); • Pesticide Applications (DAN GS 21018). DAN: GS 21002 Cutoff: After completion of work Retention: 6 Years Disposition: Shred or Delete	Maintenance, Inspection, and Monitoring			General State	Non-Essential	Destruction
Major/Minor Applications – Denied or Incomplete Requests for major/minor standing within an undergraduate academic program where the application has been denied or the student never completed the application process. DAN: 80-08-25345 Cutoff: After quarter of denial or date of last submission Retention: 1 Year Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Major/Minor Applications Records documenting a student’s request for major/minor standing within an undergraduate academic program, where the application is approved. DAN: 17-12-69169 Cutoff: After end of academic year Retention: 6 Years Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Masters’ Theses/Projects Records documenting the culminating thesis or project completed by individual graduate students to satisfy master’s degree requirements. DAN: 88-10-43018 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Assessment/Evaluation			EWU	Non-Essential	Archival
Media Releases and Coverage Records relating to the agency’s communications with the media and coverage in the media of the agency’s activities and accomplishments. Excludes information distributed through the agency’s website/social media channels and correspondence/communications with the media covered by Provision of Advice, Assistance or Information (DAN GS 09022). DAN: GS 05003 Cutoff: After end of calendar year Retention: 2 Years Disposition: Transfer to University Archives for appraisal	Community and External Relations			General State	Non-Essential	Archival
Medical History – Non-Student/Non-Patient Health-related records received by the Student Health Clinic regarding individuals who do not subsequently become either students of the University or clients of the clinic. Note: If the individual subsequently becomes a EWU student or client at the clinic, these records are retained accordingly under Client History (DAN 20-10-69582). DAN: 17-12-69170 Retention: Until no longer needed Disposition: Shred or Delete	University Services			EWU	Non-Essential	Destruction
Meeting Arrangements Records relating to the administrative arrangements of meetings held by or on behalf of the agency. Excludes: • Records covered by Scheduling – Appointments/Meetings (DAN GS 50014); • Financial records (facilities, catering, etc.) covered by Financial Transactions – General (DAN GS 01001); • Open Public Meeting Act notices filed with the Code Reviser/State Register in accordance with covered by Reporting to External Agencies (Mandatory) (DAN GS 19004); • Travel arrangements/expenses covered by Travel (DAN GS 07001). DAN: GS 09024 Retention: Until no longer needed Disposition: Recycle or Delete	Meetings and Board/Committee Support			General State	Non-Essential	Destruction
Meeting Materials – Ballots Ballots used in voting by boards, committees, commissions, councils, task forces, etc., to determine: • Members and/or positions (such as chair, secretary, etc.); • Decisions of the board/committee, etc.; Provided the outcome of the vote is documented in other records of the board/committee (such as minutes). DAN: GS 09025 Retention: Until no longer needed Disposition: Shred or Delete	Meetings and Board/Committee Support			General State	Non-Essential	Destruction
Meeting Materials – Members’ Copies/Notes Individual members’ meeting materials from participating in advisory, governing/ executive/policy-setting, internal/external committees (including national/external bodies), provided the Committee’s records are retained by the secretary/responsible agency/member. DAN: GS 09026 Retention: Until no longer needed Disposition: Recycle or Delete	Meetings and Board/Committee Support			General State	Non-Essential	Destruction
Meetings – Staff and Internal Committees Records documenting meetings of the agency’s staff and those of internal committees, commissions, councils, boards, task forces, etc. Excludes records covered by: • Advisory Body Records (DAN GS 10015); • Governing/Executive/Policy-Setting Body Records (DAN GS 10004); • Meeting Arrangements (DAN GS 09024); • Meeting Materials – Members’ Copies/Notes (DAN GS 09026). DAN: GS 09009 Cutoff: After end of calendar year and until no longer needed for agency business Retention: 2 Years Disposition: Recycle or Delete	Meetings and Board/Committee Support			General State	Non-Essential	Destruction
National Collegiate Athletic Association (NCAA) Records documenting the university’s relationship with the NCAA. DAN: 17-12-69171 Cutoff: After end of calendar year Retention: 10 Years Disposition: Transfer to University Archives for appraisal	Athletics			EWU	Non-Essential	Archival
NCAA Eligibility – Individual Student Athletes Records documenting an individual student athlete's compliance with NCAA eligibility requirements for participation on a sports team. Note: The NCAA requires a minimum 6-year retention on the NCAA Student-Athlete statement and drug-testing consent form. DAN: 91-09-48150 Cutoff: After end of eligibility Retention: 10 Years Disposition: Shred or Delete	Athletics			EWU	Essential	Destruction
NCAA Eligibility – Sports Teams Records documenting an EWU sports team’s compliance with NCAA eligibility requirements. Excludes records documenting the activities of the University’s Athletic Compliance Committee, covered by Governing/Executive/Policy-Setting Body Records (DAN GS 10004) DAN: 17-12-69172 Cutoff: After end of academic year Retention: 10 Years Disposition: Transfer to University Archives for appraisal	Athletics			EWU	Essential	Archival
Network – Design and Build Records relating to the design and construction of the agency’s information technology networks. DAN: GS 14031 Retention: Until no longer needed Disposition: Delete	University Services			General State	Non-Essential	Destruction
Occupancy Reports Records documenting the number of beds and rooms that are occupied in each residence hall at a particular point in time. DAN: 17-12-69173 Cutoff: After end of academic quarter Retention: 2 Years Disposition: Recycle or Delete	University Services			EWU	Non-Essential	Destruction
Officer Patrol Log and Daily Activity Records documenting the activities of FTO trainee officers while on shift. DAN: 17-12-69174 Cutoff: After end of calendar year Retention: 5 Years Disposition: Shred or Delete	Law Enforcement			EWU	Non-Essential	Destruction
Online Content Management Records documenting the publishing/changing of the agency’s online (internet and intranet) content. Note: All published content consists of individual records which have their own separate retention requirements. Each of these records must be retained for the current approved minimum retention period(s) according to their applicable records series. DAN: GS 15010 Cutoff: After online content removed Retention: 1 Year Disposition: Delete	Publishing			General State	Non-Essential	Destruction
Operating Manuals Operating manuals, specifications, vendor statements and other related documentation for assets owned, used or maintained by the agency where not covered by a more specific records series. DAN: GS 16011 Retention: Until superseded or disposal of asset, whichever is sooner Disposition: Recycle, Delete or Transfer to new owner	Operations and Use			General State	Essential	Destruction
Organizing/Monitoring Work in Progress Records relating to the assigning, prioritizing, tracking/monitoring and status of work/projects in progress. DAN: GS 50011 Retention: Until no longer needed Disposition: Recycle or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Papers, Projects and Other Assignments by Students – Not Retrieved Records documenting work performed and/or submitted by students in fulfillment of course or degree requirements, where the student has not retrieved the records after the end of the academic quarter. Excludes: • Masters’ theses, projects, and comprehensive examinations covered by Masters’ Theses/Projects (DAN 15-06-68810); • Placement 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 – Proficiency/Placement or Credit by Exam (DAN 15-06-68806). DAN: 17-12-69175 Cutoff: After end of academic quarter in which assignment was graded Retention: 1 Quarter Disposition: Shred or Delete	Assessment/Evaluation			EWU	Non-Essential	Destruction
Parking Permits Records documenting all parking permits purchased by students, faculty, staff, and others who park in campus lots. Includes both new permits and replacements requested due to loss, theft, or destruction. DAN: 17-12-69176 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete				EWU	Non-Essential	Destruction
Parking Violations Records documenting the assessment, payment, escalation, appeal, or cancellation of fines levied for parking offenses. DAN: 17-12-69177 Cutoff: After matter resolved Retention: 6 Years Disposition: Shred or Delete	Law Enforcement			EWU	Essential	Destruction
Payroll Files – Employee Pay History Records relating to the pay history of individual employees. Note: Current deductions and authorizations are to be held by originating agency until retention is met. DAN: GS 03031 Cutoff: After date of separation from agency Retention: 6 Years Disposition: Shred or Delete	Payroll			General State	Essential	Destruction
Payroll Processing, Distribution and Reporting Records relating to the processing of payroll and reports used by personnel/payroll offices to verify actions, detail distribution of payroll costs and ascertain accuracy and accountability. DAN: GS 03033 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Shred or Delete	Payroll			General State	Non-Essential	Destruction
Payroll Register Records relating to the certified record of agency payroll. Note: May be used to assist in providing retirement verification if adequate time worked data is contained in payroll registers. See Retirement Verification (DAN GS 03032). DAN: GS 01060 Cutoff: After date certified Retention: 60 Years Disposition: Shred or Delete	Payroll			General State	Essential	Destruction
Performance Evaluations – Employee Records relating to regularly scheduled performance evaluations of employees. Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement. DAN: GS 03002 Cutoff: After completion of next evaluation Retention: 3 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Performance Evaluations – Supervisor Preparation Records gathered by an employee's supervisor in preparation for employee's performance evaluation. Note: RCW 40.14.050 and RCW 40.14.060 vest authority to determine the retention period for public records in the State Records Committee, and not in the parties to a collective bargaining agreement. DAN: GS 03024 Retention: Until completion of evaluation and resolution of any ongoing performance issues Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Personnel – Employment History Files Records relating to an individual’s employment history with the agency and the documentation related to the position held. Also includes records relating to a volunteer’s service with the agency. Note: See State HR Directive 13-01 Personnel File Standards and Electronic Personnel File Transfer Procedures. DAN: GS 03042 Cutoff: After date of separation from agency Retention: 6 Years Disposition: Shred or Delete	Personnel History			General State	Essential	Destruction
Personnel – Health-Related Records (Routine) Records relating to the health of employees where not covered by Employee Medical and Exposure Records (DAN GS 03039) or another more specific records series. Note: Medical records should be retained by originating agency and not be included as part of an interagency transfer. DAN: GS 03054 Cutoff: After date of separation from agency Retention: 6 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Personnel – Routine Transactions Records relating to employees’ routine personnel transactions or tasks that do not affect employment history, payroll, performance or retirement status/eligibility. DAN: GS 03055 Retention: Until superseded Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Pesticide Applications Records relating to the agency’s application of pesticides to agricultural land, roadsides, and/or landscapes and property as regulated by RCW 17.21.100 and WAC 16-228-1320. DAN: GS 21018 Cutoff: After date of pesticide application Retention: 7 Years Disposition: Recycle or Delete	Maintenance, Inspection, and Monitoring			General State	Non-Essential	Destruction
Petitions for Exception Requests from students to waive or substitute a graduation or degree requirement. DAN: 17-12-69178 Cutoff: After degree is awarded or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Graduation			EWU	Non-Essential	Destruction
Policies and Procedures – Administrative Functions Records relating to the development, implementation and interpretation of the policies and procedures developed by the agency to implement internal administrative functions (such as facility management, finance, human resources, purchasing, information management, etc.) where these functions are not the agency’s core mission. Excludes records covered by: • Rule Making (Washington Administrative Code – WAC) (DAN GS 0009); • Work Instructions/Desk Manuals (DAN GS 09001) DAN: GS 09028 Cutoff: After superseded Retention: 6 Years Disposition: Recycle or Delete	General Business Records			General State	Essential	Destruction
Policies and Procedures – Agency Core Mission Records relating to the development, implementation and interpretation of the policies and procedures developed by the agency to implement its core functions and mission. Excludes records covered by Rule Making (Washington Administrative Code – WAC) (DAN GS 10009). DAN: GS 10002 Cutoff: After superseded Retention: 6 Years Disposition: Transfer to University Archives for appraisal	General Business Records			General State	Essential	Archival
Position History Records relating to the history of each position and job classifications which apply to positions held by employees of the agency. DAN: GS 03010 Retention: Until no longer needed Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Process Improvement Records relating to process improvements undertaken by the agency to improve the efficiency and effectiveness of the agency, its programs and services. DAN: GS 09012 Cutoff: After end of improvement cycle/ project Retention: 6 Years Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Provision of Advice, Assistance or Information Records relating to requests received and provision of advice, technical assistance and information (including agency-initiated communications) concerning the agency, its core business, programs and services, where not covered by a more specific records series. Excludes records covered by: • Public Disclosure/Records Requests (DAN GS 05001); • State Publications (DAN GS 15008); • Requests for Basic/Routine Agency Information (DAN GS 50002) Note: Information/advice published online by the agency continues to be “provided” until the date it is removed/withdrawn. DAN: GS 09022 Cutoff: After communication received or provided, whichever is later Retention: 2 Years Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Public Disclosure/Records Requests Records relating to requests from the general public for access to the agency’s public records in accordance with chapter 42.56 RCW. DAN: GS 05001 Cutoff: After public records request fulfilled Retention: 2 Years Disposition: Shred or Delete	Records Mgmt			General State	Non-Essential	Destruction
Publications – Development Records relating to the drafting, development, design and production of agency-created publications. DAN: GS 15009 Retention: Until no longer needed Disposition: Recycle or Delete	Publishing			General State	Non-Essential	Destruction
Purchase Authority Authority for an agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form. DAN: GS 06002 Cutoff: After superseded Retention: 6 Years Disposition: Shred or Delete	Contracts and Purchasing			General State	Essential	Destruction
Radio Logs Logs documenting incoming and/or outgoing emergency radio communications. DAN: 17-12-69179 Cutoff: After date of entry Retention: 60 Days Disposition: Shred or Delete	Law Enforcement			EWU	Non-Essential	Destruction
Recordings from Mobile Devices – Incident Identified Recordings, created by the law enforcement agency using mobile recording devices, and whether manually or automatically triggered, that are known to have captured a unique or unusual action from which litigation or criminal prosecution is expected or likely to result. DAN: 20-10-69583 Retention: Until matter resolved and exhaustion of appeals process Disposition: Delete	Law Enforcement			EWU	Non-Essential	Destruction
Recordings from Mobile Devices – Incident Not Identified (Body Worn Cameras) Recordings, created by the law enforcement agency using body worn cameras, provided that the recording is: Not known to have captured a unique or unusual incident or action from which litigation or criminal prosecution is expected or likely to result. Excludes records covered by: • Recordings from Mobile Devices – Incident Identified (DAN 20-10-69583) Note: Retention based on 60-day requirement for body worn camera recordings (RCW 42.56.240). DAN: 20-10-69584 Cutoff: After date of recording Retention: 60 Days Disposition: Delete	Law Enforcement			EWU	Non-Essential	Destruction
Records Control Records relating to the physical and intellectual control of the agency’s records. Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as Archival should be retained with the records and transferred to Washington State Archives. DAN: GS 11009 Retention: Until no longer needed Disposition: Recycle or Delete	Records Mgmt			General State	Non-Essential	Destruction
Records Documented as Part of More Formalized Records Records where the evidence of the business transaction has been documented as part of another more formalized record of the agency which is retained in accordance with the current approved minimum retention period. Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040. DAN: GS 50012 Retention: Until verification of successful conversion/keying /transcription Disposition: Shred or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Recruitment – Employee Records relating to the process of recruitment and selection of employees. Includes applicants screened but not interviewed. Note: Retention based on 3-year statute of limitations for the commencement of actions for employment discrimination (injury to the rights of others) (RCW 4.16.080). DAN: GS 03012 Cutoff: After completion of recruitment/hiring process Retention: 3 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Recruitment/Visits – General Records documenting contact with and visits by prospective students, outside of athletic recruitment. DAN: 76-07-17399 Cutoff: After end of academic year Retention: 2 Years Disposition: Shred or Delete	General Academic Records			EWU	Non-Essential	Destruction
Recruitment/Visits – Prospective Student Athletes Records documenting contact with and visits by prospective student-athletes who do not enroll at the University within 5 years, used to verify and demonstrate compliance with NCAA recruitment requirements as defined in Article 13 of the Operating Bylaws of the NCAA Division I Manual. Includes both official and unofficial visits. Excludes recruitment/visit records for prospective student athletes who do enroll at EWU within 5 years, which are covered by NCAA Eligibility – Individual Student Athletes (DAN 91-09-48150). DAN: 17-12-69180 Cutoff: After end of academic year Retention: 5 Years Disposition: Shred or Delete	General Academic Records			EWU	Essential	Destruction
Reduction In Force Files – Agency Records relating to the process and implementation of reduction in force actions by agencies. DAN: GS 03019 Cutoff: After conclusion of any pending action Retention: 6 Years Disposition: Shred or Delete	General Business Records			General State	Non-Essential	Destruction
Reference Letters Records documenting references/recommendations prepared by EWU faculty or staff regarding individual EWU students or former students. DAN: 17-12-69181 Cutoff: After date of reference Retention: 2 Years Disposition: Shred or Delete	Assessment/Evaluation			EWU	Non-Essential	Destruction
Reference Materials Materials gathered from outside sources for reference/reading use which are not evidence of the agency’s business transactions. DAN: GS 50013 Retention: Until no longer needed Disposition: Shred or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Release of Education Records – No Prior Consent Required Records documenting each request for access to – and each disclosure of – personally identifiable information from the education records of each student where prior consent is not required in accordance with 34 CFR § 99.31 and 34 CFR §99.32(d), and where disclosure records are not required to be retained longer than 3 years in accordance with federal or state statute. Excludes: • Disclosure to state and local educational authorities and federal officials and agencies listed in 34 CFR § 99.31(a)(3), covered by Release of Education Records – Prior Consent or Documentation Required (DAN 17-12-69183). • Requests where prior consent is required, covered by Release of Education Records – Prior Consent or Documentation Required (DAN 17-12-69183). Reference: Family Educational Rights and Privacy Act (FERPA). DAN: 17-12-69182 Cutoff: After date of release Retention: 6 Years Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Release of Education Records – Prior Consent or Documentation Required Records documenting each request for access to – and each disclosure of – personally identifiable information from the education records of each student where prior consent is required in accordance with 34 CFR § 99.30, and/or where disclosure records are required to be retained in accordance with 34 CFR §99.32. Reference: Family Educational Rights and Privacy Act (FERPA). DAN: 17-12-69183 Retention: Until the education records of the student are no longer retained Disposition: Shred or Delete	Enrollment and Registration			EWU	Essential	Destruction
Reporting Internally – Routine Program/Project/Work Unit Reports/Statistics Records relating to routine internal statistical and narrative reports provided to management documenting/tracking the activities and work accomplishments of a division/program/project for a given time period. Excludes: • Annual reports of the agency and other published reports covered by State Publications (DAN GS 15008); • Records covered by Records Documented as Part of More Formalized Records (DAN GS 50012). DAN: GS 09029 Cutoff: After end of fiscal year Retention: 2 Years Disposition: Shred or Delete				General State	Non-Essential	Destruction
Reporting to External Agencies (Mandatory) Records relating to the mandatory reporting/notifying/filing by the agency to external agencies in accordance with federal, state or local law or by court order/rule where not covered by a more specific records series, such as reporting to: • Federal agencies; • Code Reviser/State Registrar; • Public Disclosure Commission (Public Agency Lobbying L-5 Report); • Office of Financial Management; • Other state agencies, local government entities, etc. Excludes: • Notifications covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008); • Records covered by Reporting/Filing (Mandatory) – Employment-Related (DAN GS 03056); • Voluntary reporting/notifying, responding to surveys, etc., covered by Provision of Advice, Assistance or Information (DAN GS 09022); • Reports/notifications/filings received by the agency from other entities covered by the agency-specific records retention schedule. DAN: GS 19004 Cutoff: After submitted Retention: 6 Years Disposition: Shred or Delete	Accreditation			General State	Non-Essential	Destruction
Reporting/Filing (Mandatory) – Employment-Related Records relating to employment and submitted to regulatory agencies as required by federal, state or local law, where not covered by a more specific records series. Includes reports, confirmation of submission, correspondence, inquiries, etc. Also includes employment-related reports required by regulatory agencies to be compiled (but not submitted). DAN: GS 03056 Cutoff: After compiled/submitted to regulatory agency Retention: 4 Years Disposition: Shred or Delete				General State	Non-Essential	Destruction
Reporting/Filing (Mandatory) – Higher Education Enrollment Records relating to higher education enrollment that are required to be filed with, or submitted to, an outside agency by federal, state or local law, where not covered by a more specific records series. Includes reports, confirmation of submission, correspondence/communications, inquiries, etc. Excludes records that are required to be submitted as part of an accreditation process, which are covered by Accreditation Documentation (DAN 92-09-51287). DAN: 99-12-59536 Cutoff: After end of fiscal year Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Enrollment and Registration			EWU	Non-Essential	Archival
Requests for Basic/Routine Agency Information Internal and external requests for, and provision of, routine information about the operations of the agency, such as: • Business hours, locations/directions, web/email addresses; • Meeting dates/times. DAN: GS 50002 Retention: Until no longer needed Disposition: Recycle or Delete				General State	Non-Essential	Transitory - Destruction
Residency Reclassification Records documenting individual students’ efforts to change their residency status (in-state or out-of-state) for tuition purposes. DAN: 75-08-13699 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Retention and Disposition Authorization Records relating to the retention of the agency’s records in accordance with chapter 40.14 RCW. DAN: GS 11003 Retention: Until no longer needed Disposition: Recycle or Delete	Records Mgmt			General State	Non-Essential	Destruction
Retirement Verification Records relating to an employee’s state service to document eligibility and entitlement to retirement benefits. DAN: GS 03032 Cutoff: After date of separation from agency Retention: 60 Years Disposition: Shred or Delete	Benefits			General State	Essential	Destruction
Rule Making (Washington Administrative Code – WAC) Records relating the development of agency rules and amendments (Washington Administrative Code). Excludes: • Preliminary drafts covered by Drafting and Editing (DAN GS 50008); • Rules development agendas in accordance with RCW 34.05.314 covered by Reporting to External Agencies (Mandatory) (DAN GS 19004). DAN: GS 10009 Retention: Until rule superseded/not proceeded with Disposition: Transfer to WA State Archives for appraisal	Legislation and Rule Making			General State	Non-Essential	Archival
Safety Data Sheets (SDS) or Allowed Substitute Record Safety data sheets or allowed substitute records identifying hazardous chemical(s) by the chemical and common names(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014. May include records of hazardous chemical use and analyses using exposure or medical records (WAC 296-802-20010 and WAC 296-802-20015). Note: Safety Data Sheets were formerly known as Material Safety Data Sheets prior to May 2014. DAN: GS 09017 Cutoff: After superseded or chemicals are no longer used Retention: 30 Years Disposition: Shred or Delete	Occupational Health and Safety			General State	Essential	Destruction
Safety Drills/Disaster Recovery Exercises Records relating to agency fire/safety drills and disaster recovery exercises. DAN: GS 25002 Cutoff: After date of drill/exercise Retention: 6 Years Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Safety Records Records required by the federal Occupational Safety and Health Administration (OSHA) relating to maintaining a safe workplace/environment for employees. Reference: 29 CFR 1904.33. DAN: GS 03050 Cutoff: After end of calendar year Retention: 5 Years Disposition: Shred or Delete	Occupational Health and Safety			General State	Non-Essential	Destruction
Scheduling – Appointments/Meetings Records relating to the scheduling of appointments/meetings (such as checking participant and room availability, rescheduling, accepting/declining meeting invitations, etc.) provided the calendar record of the appointment/meeting is retained in accordance with: • Calendars – Elected Officials and Agency Heads (DAN GS 10008); • Calendars – Employees (Other than Elected Officials and Agency Heads) (DAN GS 09023). DAN: GS 50014 Retention: Until no longer needed Disposition: Recycle or Delete				General State	Non-Essential	Transitory - Destruction
Scheduling Data Records documenting the scheduling of courses, examinations, and other events held by/at the University, used as a reference and/or as a basis for scheduling classes in future quarters. DAN: 96-03-56538 Cutoff: After end of academic year Retention: 3 Years Disposition: Recycle or Delete	General Academic Records			EWU	Non-Essential	Destruction
Scholarship Program History Records documenting the creation and administration of scholarship programs at EWU. Excludes: • Records documenting eligibility determination for scholarships, covered by Student Aid Eligibility Determination/Tracking (DAN 17-12-69187). DAN: 17-12-69184 Cutoff: After termination of scholarship program Retention: 6 Years Disposition: Transfer to University Archives for appraisal	Financial Aid			EWU	Essential	Archival
Secondary (Duplicate) Copies Copies of records (created or received), provided the agency retains its primary copy of the record in accordance with the current approved minimum retention period. DAN: GS 50005 Retention: Until no longer needed Disposition: Shred or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Security Incidents and Data/Privacy Breaches Records documenting security incidents, data/privacy breaches, responses and investigations relating to agency facilities, vehicles, equipment, supplies, information, etc. DAN: GS 25008 Cutoff: After matter resolved Retention: 6 Years Disposition: Shred or Delete	Security			General State	Non-Essential	Destruction
Security Monitoring – No Incident Records relating to the routine security monitoring of the agency’s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Excludes records covered by Security Incidents and Data/Privacy Breaches (DAN GS 25008). DAN: GS 25003 Cutoff: After date record created or until determined that no security incident has occurred, whichever is sooner Retention: 30 Days Disposition: Shred or Delete	Security			General State	Non-Essential	Destruction
Sex Offender Bulletin Records documenting registered sex offenders who have become part of the EWU campus population. DAN: 17-12-69185 Cutoff: After offender is no longer affiliated with the EWU campus Retention: 6 Years Disposition: Shred or Delete	Law Enforcement			EWU	Non-Essential	Destruction
Signature Authority/Delegation Records Records documenting the designating of agency personnel with the authority to sign for purchases, leave authorizations or other actions. DAN: GS 01072 Cutoff: After end of fiscal year in which signature authority was superseded/rescinded Retention: 6 Years Disposition: Shred or Delete	General Business Records			General State	Essential	Destruction
Source Records – Imaged/Migrated (Archival) Archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040. DAN: GS 11014 Retention: Until verification of successful conversion Disposition: Transfer to University Archives for appraisal	Records Mgmt			General State	Non-Essential	Archival
Source Records – Imaged/Migrated (Non-Archival) Non-archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Note: Electronic records need to be retained in electronic format in accordance with WAC 434-662-040. DAN: GS 11012 Retention: Until verification of successful conversion Disposition: Shred or Delete	Records Mgmt			General State	Non-Essential	Destruction
Stakeholder Group Relations Records relating to developing and maintaining cooperative working relationships with stakeholder groups (such as community groups, government agency associations/ taskforces/committees, professional associations, etc.) where not covered by a more specific records series. Excludes records: • Covered by Contact Information (DAN GS 50007); • Documenting the payment of membership dues/fees covered by Financial Transactions – General (DAN GS 01001). DAN: GS 05010 Cutoff: After end of calendar year Retention: 2 Years Disposition: Shred or Delete	Community and External Relations			General State	Non-Essential	Destruction
State Publications – Transfers to Library (Agency Compliance Records) Records relating to the transfer/deposit of state publications with the Washington State Library in accordance with chapter 40.06 RCW. DAN: GS 15011 Cutoff: After end of calendar year Retention: 6 Years Disposition: Recycle or Delete	Publishing			General State	Non-Essential	Destruction
State Publications State publications (as defined in RCW 40.06.010(4)), regardless of format, published by the agency and intended for distribution to state government, the public or the Legislature. Note: Agencies are required to transfer copies of state publications to the Washington State Library in accordance with RCW 40.06.030. DAN: GS 15008 Retention: Upon publication Disposition: Transfer to Washington State Library and University Archives	Publishing			General State	Non-Essential	Archival
Strategic Plans – Development Records relating to the development of the agency’s strategic plans. DAN: GS 09027 Retention: Until no longer needed Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction
Strategic Plans – Final (Unpublished) Final version of agency-wide strategic, long-term plans used to align the agency’s organizational and budget structure with its priorities, missions and objectives developed in accordance with RCW 43.88.090 and not published. DAN: GS 10001 Retention: Until no longer needed Disposition: Transfer to University Archives for appraisal	General Business Records			General State	Essential	Archival
Student Aid Disbursement – EWU-Administered Gift Aid and Work Study Records documenting disbursement of individual EWU-administered gift aid, including grants, scholarships, tuition awards, institutional waivers, etc., as well as aid awarded in the form of work study. DAN: 88-12-43519 Cutoff: After conditions of award satisfied Retention: 6 Years Disposition: Shred or Delete	Financial Aid			EWU	Essential	Destruction
Student Aid Disbursement – Grants, Scholarships, Gift Aid, and Loans Administered by Other Agencies/Entities Records documenting disbursement of individual loan funds or gift aid where EWU disburses the funds, but is not the administrator or lender. DAN: 17-12-69186 Cutoff: After end of award year in which student last attended the institution Retention: 6 Years Disposition: Shred or Delete	Financial Aid			EWU	Essential	Destruction
Student Aid Disbursement – Loans Administered by EWU Records documenting disbursement of individual loan funds where EWU acts as both administrator/lender and disburser of the loan. DAN: 88-12-43516 Cutoff: After loan repayment, reconciliation, or assignment to the Board of Education Retention: 6 Years Disposition: Shred or Delete	Financial Aid			EWU	Essential	Destruction
Student Aid Eligibility Determination/Tracking Records documenting individual student requests for financial assistance, determination of student eligibility for aid, and verification of their compliance with continuing eligibility requirements (e.g., satisfactory progress, etc.). DAN: 17-12-69187 Cutoff: After end of award year in which student last attended the institution Retention: 6 Years Disposition: Shred or Delete	Financial Aid			EWU	Essential	Destruction
Student Disciplinary Cases (Sanctions Imposed) Records relating to the investigations and disciplinary actions taken pursuant to the Student Conduct Code (chapter 172-121 WAC). DAN: 09-05-62013 Cutoff: After completion of disciplinary action and expiration of appeal period, if any Retention: 7 Years Disposition: Shred or Delete	Misconduct/Discipline/Grievances			EWU	Essential	Destruction
Student Evaluation of Instruction (SEOI) Records documenting evaluations of the instructor, course and/or overall student learning environment, completed by students. DAN: 94-04-53658 Cutoff: After end of academic year Retention: 5 Years Disposition: Shred or Delete	Assessment/Evaluation			EWU	Non-Essential	Destruction
Student Internships – Undergraduate and Graduate Records documenting individual students’ internship, practicum, and/or cooperative education work experiences, including where mandatory to fulfill a degree/certificate requirement. DAN: 97-01-57391 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Assessment/Evaluation			EWU	Non-Essential	Destruction
Student Requests for Nondisclosure of Directory Information Records documenting student requests to withhold their directory information from disclosure, in accordance with 34 CFR § 99.37. Reference: Family Educational Rights and Privacy Act (FERPA). DAN: 89-05-44389 Retention: until the education records of the student are no longer retained or until request is terminated by student Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Student Weapon Logs and Forms Records documenting individual students’ storage of their firearms with the University Police Department. DAN: 17-12-69188 Cutoff: After end of academic year Retention: 6 Years Disposition: Shred or Delete	Law Enforcement			EWU	Essential	Destruction
Studies (Major) – Final Reports (Unpublished) Unpublished final reports of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses agency-wide operations or issues, affects the most important or most critical agency functions, or addresses areas of public visibility or concern. Excludes: • Published final reports covered by State Publications (DAN GS 15008); • Records covered by Studies (Major) – Working Papers/Development (DAN GS 09030). DAN: GS 10016 Cutoff: After conclusion of study Retention: 6 Years Disposition: Transfer to University Archives for appraisal				General State	Non-Essential	Archival
Studies (Major) – Working Papers/Development Records relating to the conducting of major studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement or court order. Generally addresses agency-wide operations or issues, affects the most important or most critical agency functions or addresses areas of public visibility or concern. Excludes: • Published final reports covered by State Publications (DAN GS 15008); • Unpublished final reports covered by Studies (Major) – Final Reports (Unpublished) (DAN GS 10016). DAN: GS 09030 Cutoff: After conclusion of study Retention: 6 Years Disposition: Shred or Delete				General State	Non-Essential	Destruction
Studies (Minor/Routine) Records relating to the conducting of minor/routine studies and developing ad hoc reports not initiated at the executive level or conducted in response to a legislative order, executive order, federal requirement or court order where not covered by a more specific records series. Excludes collections of external materials covered by Reference Materials (DAN GS 50013). DAN: GS 09006 Cutoff: After conclusion of study Retention: 2 Years Disposition: Recycle or Delete				General State	Non-Essential	Destruction
Supply and Equipment Requests Internal agency documents used to request the purchase of supplies and equipment. DAN: GS 06001 Cutoff: After date of receipt Retention: 30 Days Disposition: Recycle or Delete	Contracts and Purchasing			General State	Non-Essential	Destruction
Tax Reporting/Returns – Internal Revenue Service (IRS) Records relating to the reporting of vendor payments to the Internal Revenue Service (IRS) (such as forms 1098, 1099, 5498, W-2G, etc.). DAN: GS 01019 Cutoff: After filing Retention: 4 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Tax Reporting/Returns – State and Local Taxes Returns and reports submitted for taxes paid to state and/or local government agencies (such as excise tax, etc.). Reference: RCW 82.32.070 and Department of Revenue Advisory No. 3131.2009. DAN: GS 01071 Cutoff: After filing Retention: 5 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Tax-Exempt Bonds Records documenting all resources received and expended by the agency for bond-funded projects. DAN: GS 01069 Cutoff: After final bond payment Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Title IX Cases Records relating to reports of sex-based discrimination under Title IX. Note: Retention based on 7-year requirement in 34 CFR §106.45. DAN: 21-06-69632 Cutoff: After conclusion of investigation/completion of disciplinary action and expiration of appeal period, if any Retention: 7 Years Disposition: Shred or Delete	Misconduct/Discipline/Grievances			EWU
Training – Arrangements Records relating to the administrative arrangements of agency-provided training courses, seminars and workshops. Excludes records covered by: • Contracts and Agreements (DAN GS 01050); • Financial Transactions – General (DAN GS 01001); • Travel (DAN GS 07001) DAN: GS 22001 Retention: Until no longer needed Disposition: Recycle or Delete	Personnel History			General State	Non-Essential	Destruction
Training – Development Records relating to the development of training courses, seminars, workshops, etc., such as research, materials development, etc. Excludes records covered by: • Training – General (DAN GS 22007); • Training – Mandatory or Certification/Hours/Credit Provided (DAN GS 22008). DAN: GS 22006 Retention: Until training no longer provided by agency Disposition: Recycle or Delete	Personnel History			General State	Non-Essential	Destruction
Training – General Records documenting training courses, seminars, workshops, etc. provided by the agency (including through contracted trainers) to agency employees, contractors, customers/clients or the public where either: • Training is not required by federal, state or local statute and/or the employer; • Qualifications/credentials/licenses are not earned; • Continuing education hours/credits/points are not awarded. Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003). DAN: GS 22007 Cutoff: After training provided Retention: 3 Years Disposition: Recycle or Delete	Personnel History			General State	Non-Essential	Destruction
Training – Mandatory or Certification/Hours/Credit Provided Records documenting training courses, seminars, workshops, etc. provided by the agency (including through contracted trainers) to agency employees, contractors, customers/clients or the public where either: • Training is required by federal, state or local statute and/or the employer; • Qualifications/credentials/licenses may be earned; • Continuing education hours/credits/points are awarded. Note: Records documenting training received by employees are covered by Training Files – Employee (DAN GS 22003). DAN: GS 22008 Cutoff: After training provided Retention: 6 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Training Files – Employee Records documenting the training history of individual employees participating in training, orientations and staff development programs. Training may include: • Internal agency training for ethics, diversity, safety and other policies; • Internships, apprentice programs; • External training as requested or required. DAN: GS 22003 Cutoff: After separation from agency Retention: 6 Years Disposition: Shred or Delete	Personnel History			General State	Non-Essential	Destruction
Transcript Requests Records documenting student requests for transcripts or verification of enrollment. DAN: 89-05-44382 Cutoff: After date submitted Retention: 1 Year Disposition: Shred or Delete				EWU	Non-Essential	Destruction
Transcripts (Permanent Student Records) Records documenting the official academic performance of individual students at the University. Includes this information maintained in systems such as Banner. Note: In the event of the University ceasing to exist, the permanent student records are to be transferred to Student Achievement Council in accordance with RCW 28B.85.130. DAN: 74-07-05578 Retention: Life of agency Disposition: Transfer to Student Achievement Council for permanent retention				EWU	Essential	Archival
Transfer of Legal Custody Records documenting the transfer of the agency’s legal custody of its public records under one of the following circumstances: • Transfer of Archival records to Washington State Archives; • Lawful transfer to another government entity (other state agency, local government agency, etc.). Note: Records of agencies that cease to exist are to be transferred to Washington State Archives in accordance with RCW 40.14.030. DAN: GS 11001 Retention: Life of the agency	Records Mgmt			General State	Essential	Destruction
Travel Records documenting travel undertaken by employees and non-employees. DAN: GS 07001 Cutoff: After end of fiscal year in which travel was completed Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Tuition Reimbursement Records relating to tuition reimbursement requests for educational courses taken by employees as part of staff development, or for institutions of higher education for qualified dependents if part of benefits package. DAN: GS 03013 Cutoff: After completion of course Retention: 6 Years Disposition: Shred or Delete	Benefits			General State	Non-Essential	Destruction
Unemployment Insurance Claims Records relating to unemployment claims filed by individuals against agency. DAN: GS 03049 Cutoff: After final resolution of claim Retention: 6 Years Disposition: Shred or Delete	Benefits			General State	Non-Essential	Destruction
Uniform Crime Reporting and Tallies Uniform Crime Reporting statistics and tallies that have been submitted to the Washington Association of Sheriffs and Police Chiefs (WASPC). DAN: 17-12-69189 Cutoff: After end of calendar year Retention: 6 Years Disposition: Shred or Delete	Law Enforcement			EWU	Non-Essential	Destruction
Unsolicited Additional Materials Additional materials received by the agency that are: • Not requested; and • Not used by the agency in the course of government business. DAN: GS 50015 Retention: Upon receipt Disposition: Return or Delete	Transitory			General State	Non-Essential	Transitory - Destruction
Use of Agency Facilities/Equipment/Vehicles Records relating to allowing use of agency assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by agency staff (including contractors and volunteers), other agencies, students/clients and the general public. Excludes records covered by: • Contracts and Agreements (DAN GS 01050); • Financial Transactions – General (DAN GS 01001); • Records Documented as Part of More Formalized Records (DAN GS 50012). DAN: GS 07003 Cutoff: After asset returned/use completed Retention: 3 Years Disposition: Recycle or Delete	Operations and Use			General State	Non-Essential	Destruction
Vendor Payment Information Records relating to vendor payment information. DAN: GS 01066 Cutoff: After final payment Retention: 6 Years Disposition: Shred or Delete	Accounting and Fiscal			General State	Non-Essential	Destruction
Verification of Graduation Requirements Records relating to the submission and review of individual student applications for graduation, to verify that the student has fulfilled all University, general education, master, major, minor and/or certification requirements. DAN: 17-12-69190 Cutoff: After degree is awarded or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Graduation			EWU	Non-Essential	Destruction
Veteran Student Files Records relating to Veterans and/or their dependents receiving educational benefits. DAN: 89-05-44384 Cutoff: After graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Advising			EWU	Non-Essential	Destruction
Voluntary Employee Beneficiary Association (VEBA) Records relating to approved participation in the VEBA health reimbursement account/plan by retirement-eligible employees in the voting group. DAN: GS 03045 Cutoff: After end of calendar year Retention: 6 Years Disposition: Shred or Delete	Benefits			General State	Non-Essential	Destruction
Wellness Programs Records relating to supporting and promoting employee wellness. DAN: GS 03051 Cutoff: After end of calendar year Retention: 2 Years Disposition: Recycle or Delete	Occupational Health and Safety			General State	Non-Essential	Destruction
Whistleblower Investigations Records relating to the referral of whistleblower complaints (made to an agency’s “designated official”) to the State Auditor’s Office and agency copies of State Auditor’s Office reports of allegations of fraud or violations of state laws or regulations as a result of the complaint in accordance with chapter 42.40 RCW. DAN: GS 04004 Cutoff: After date of report Retention: 3 Years Disposition: Shred or Delete	Auditing			General State	Non-Essential	Destruction
Withdrawal from the University Records documenting individual students’ withdrawal from the University, including withdrawals due to illness, hardship, military exigency, or other extenuating circumstances. DAN: 75-08-13677 Cutoff: After years after graduation or date of last attendance Retention: 6 Years Disposition: Shred or Delete	Enrollment and Registration			EWU	Non-Essential	Destruction
Work Instructions/Desk Manuals Routine day-to-day task/work instructions, desk manuals, etc. DAN: GS 09001 Retention: Until superseded Disposition: Recycle or Delete	General Business Records			General State	Non-Essential	Destruction

Retention Schedule

Academic and Career Advising – Current Students

Academic Appeals/Grievances

Academic Forgiveness

Accidents – Vehicles/Vessels

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

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

Accreditation Documentation

Acquisition and Disposal – Assets (Other than Real Property)

Acquisition and Disposal – Real Property/Land/Water Rights

Admissions Applications – Enrolled

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

Advertising and Promotion

Advisory Body Records

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

Agency-Generated Forms and Publications – Copies

Allotment Management and Budget Development

Annual Crime Report Documentation

Applications/Resumes – Unsolicited

Applications/Systems – Implementation Projects

Applications/Systems – Technical Design

Athlete Medical History

Athlete Medical Insurance Claims

Athlete Recognition

Attendance and Leave Records

Audit Trails and System Usage Monitoring

Authorization – Building/Facility Access

Authorization – Systems/Telecommunications Access

Authorization to Use Personal Equipment/Devices for Work Purposes

Authorizations/Certifications – Assets

Authorizations/Certifications – Human Resources (General)

Automated/Scheduled Tasks and Work/Intermediate/Test Files

Backups for Disaster Preparedness/Recovery

Banking – Accounts and Transactions

Banking – Deposited Items

Benefits Enrollment and Participation

Bicycle Registration

Bids and Proposals – Successful

Bids and Proposals – Unsuccessful

Big Sky Conference

Brainstorming and Collaborating

Business/Work Plans

Calendars – Elected Officials and Agency Heads

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

Capital Construction Projects – Project Administration and Process

Capital Construction Projects – Routine Buildings/Facilities

Capital Construction Projects – Significant Buildings/Facilities

Career Advising – Alumni and General Public

Case Files – All Other Cases

Case Files – Homicides (Solved)

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

Case Files – Juvenile Offenders

Case Files – Notorious/Historically Significant Cases

Case Files – Sex Offenders and Sexually Violent Offenses

Catalog

Celebrations/Ceremonies/Events – Routine

Celebrations/Ceremonies/Events – Significant

Charity Fundraising

Circulation

Citations/Notices of Infraction – Issued to Officer

Citations/Notices of Infraction Issued – All Others

Citations/Notices of Infraction Issued – Driving Under the Influence

Class Registration

Client History (Age 21 and Over)

Client History (Under Age 21)

Client/Customer Feedback and Complaints

Code Blue Station Test Log

Collection Control

Commute Trip Reduction (CTR) Program

Complaints and Grievances – Exonerated

Complaints and Grievances – Upheld

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

Contact Information

Contracts and Agreements

Conversion/Conservation – Archival Records

Conversion/Conservation – Non-Archival Records

Corrective Actions – Audits (Development of Plans)

Corrective Actions – Audits

Coursework Grades/Scores/Comments

COVID-19 Vaccination Status Verification Records