Archives and Special Collections

Records Retention Schedule (Vital Records)


In order to provide for the continuity and preservation of Pacific Lutheran University, each elected and appointed officer of the university shall designate those documents which are essential records of his office and needed in an emergency and for the reestablishment of normal operations after any such emergency. A list of such records shall be forwarded to the archivist. This list shall be reviewed at least annually by the elected or appointed officer to insure its completeness. Any changes or revisions following this review shall be forwarded to the archivist. Each such elected and appointed officer of the university shall insure that the security of essential records of his/her office is by the most economical means commensurate with adequate protection. Protection of essential records may be by vaulting, planned or natural dispersal of copies, or any other method approved. Reproductions of essential records may be by photo copy, magnetic tape, microfilm or other method.. Offices may coordinate the protection of their essential records with the archivist as necessary to provide continuity under emergency conditions. (Paraphrased from RCW 40.10)



Accreditation Documentation (Vital Record)

Statistical, descriptive and evaluative materials necessary to achieve and maintain accreditation for a college, department, or program with the professional association that sets the standards related to that discipline. May include accreditation standards and requirements. Evaluative materials must have been created specifically for accreditation.


    Official Copy: President's Office
    Retention: 6 years after accreditation received. Transfer to Archives

    Other Copies:
    Retention:



Administrative Records for Grants/Contracts (Vital Record)

    Official Copy: Business Office
    Retention: Permanent.

    Other Copies:
    Retention:



Application for Research Support Funds - Awarded (Vital Record)

    Official Copy: Business Office
    Retention: Until superseded.

    Other Copies:
    Retention:



Articles of Incorporation (Vital Record)

    Official Copy: President's Office
    Retention: Until superseded. Archival

    Other Copies:
    Retention:



Bid Documents (Vital Record)


    Official Copy: Finance and Operations
    Retention: 7 years.

    Other Copies:
    Retention:



Blueprints of Facilities (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Board of Regents (Vital Record)

A record of actions taken and decisions made by PLU Board of Regents. Includes agendas, minutes, reports, correspondence, etc.


    Official Copy: President's Office
    Retention: End of president's term. Transfer to University Archives

    Other Copies: Any office
    Retention: Destroy after current use



Bonds (Vital Record)

    Official Copy: Finance & Operations Office
    Retention:Until completed. Transfer to University Archives

    Other Copies:
    Retention:



Catalogs - Undergraduate and Graduate (Vital Record)


    Official Copy: Registrar's Office
    Retention: 5 years. Transfer to University Archives

    Other Copies:
    Retention:



Consent Forms - Adult and Minor (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Contracts and Agreements (Vital Record)

Official text of contracts and agreements to which the University is a party. May include certificate or insurance and working papers.


    Official Copy: Finance and Operations
    Retention: Until completed.

    Other Copies: Any office
    Retention: 1 year after termination of contract



Deeds of University Owned Property (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Emergency Procedures (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Endowment Fund Records (Vital Record)

Investments and Planning

    Official Copy: Finance & Operations Office
    Retention: Permanent.

    Other Copies:
    Retention:



Equipment Inventory Reports - Physical Inventories (Vital Record)

Documentation pertaining to equipment; may list specifications and contain warranties.


    Official Copy: Originating office
    Retention: Permanent.

    Other Copies:
    Retention:



Insurance Policies (Vital Record)

    Official Copy: Finance & Operations Office
    Retention: Permanent.

    Other Copies:
    Retention:



Medical Record, Student (Vital Record)

    Official Copy: Health Center
    Retention: 10 years after graduation. Shred

    Other Copies:
    Retention:



Organization Charts and Lists (Vital Record)

Provides a record of department/office structure.


    Official Copy: President's Office
    Retention: Permanent until superceded. Transfer to Archives

    Other Copies:
    Retention:



Patents and Trademarks (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Payroll Information (Vital Record)

    Official Copy: Payroll Office
    Retention: 50 years.

    Other Copies:
    Retention:



Personnel Information(Vital Record)

    Official Copy: Humans Resources
    Retention: 50 years.

    Other Copies:
    Retention:



Policies and Procedures (Vital Record)

Provides a record of established policies and procedures for a department/office.


    Official Copy: Any department or office
    Retention: Until superseded. Transfer to University Archives

    Other Copies:
    Retention:



Research Data (Vital Record)

    Official Copy: Any department or office
    Retention: Permanent.

    Other Copies:
    Retention:



Research Protocols (Drug Development and Human Subjects) (Vital Record)

    Official Copy: Any department or office
    Retention: Permanent.

    Other Copies:
    Retention:



Security Codes (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Technical System Documentation(Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:



Transcripts (Vital Record)

Computer on-line disk storage of courses taken, grades and honors received, transfer and total credits, major and minor; maintained as an indication of individual student's status in relationship to degree requirements.


    Official Copy: Registrar
    Retention: Permanent.

    Other Copies:
    Retention: