Introduction
A Records Retention and Disposition Program facilitates a centralized and systematic control of records from their active use in offices to their transfer to inactive storage, disposition, or permanent retention.

Records retention schedules establish official retention and disposition periods for PLU. The program complies with federal requirements, is guided by the stipulations of the State of Washington, and follows other guidelines as applicable.

Two Types of Schedules
The general records retention schedule provides for standard approved retention requirements maintained by a significant number of university offices. It may be used for guidance in retaining and destroying records when a common records series is not listed on an office schedule. The general records retention schedule is prepared by the university archivist and is distributed to each office on campus.

The office records retention schedule serves as the primary source for each office and provides legal authority for records retention and disposal once it has been approved and signed. It identifies records unique to each office by type and function. The office records retention schedule is prepared by the university archivist together with a designated office records coordinator.

Office Responsibility
Each individual university office has primary responsibility for the proper and legal management of its records. In addition, each department head designates a staff member as "Records Coordinator." The coordinator should be familiar with the office's operations and its files.

Records Coordinator Responsibilities
The records coordinator is responsible for coordinating the records inventory with the university archivist and for the retention, storage, retrieval, and destruction of the office's records according to agreed-upon schedules. In particular, these functions are as follows:

1. Acts as liasion with the university archives.
2. Works with the archivist during records inventory and preparation of records retention and disposition schedules.
3. Receives and files "approved" records retention schedules.
4. Receives and files inventories of records held by the archives.
5. Advises the archivist of changes in records retention needs. Reviews office retention schedule annually.
6. Applies retention standards for the appropriate transfer to microfilming or destruction of records according to the schedule. Supervises disposition of departmental records.
7. Identifies all confidential records, including types of restrictions needed.
8. Identifies and prepares for transfer to the archives all rercords requiring permanent retention.

Objectives of a Records Retention and Disposition Program
Control of Records
Through retention and disposition schedules, records are controlled from their active to their inactive status. Records of permanent value to the university are identified and transferred to the university archives in a systematic manner.

Improved Efficiency
Distribution of retention schedules to each office enables all staff members to know what records exist and where they may be located. It eliminates duplication of effort by offices when an office is designated as an official record holder. Others may discard their copies after active use. It frees staff to devote greater energy to the maintenance of active files; needed records can be found more quickly. Misfiling is reduced as well as time spent looking for files.

Compliance with Legal Requirements
The records retention and disposition program identifies the legal requirements that apply, and specifies the period of time records must be kept.

The existence of a retention and disposition program with published schedules demonstrates to judges and government agencies that the university is retaining and disposing of records in accordance with published laws, in the regular course of business, and without motivation to conceal unfavorable information.

Protection During Litigation or Government Investigation
The records retention and disposition program ensures that records are handled properly in anticipation of, and during, litigation or government investigation. The retention period also reflects the university's assessment of potential harm to the university if records are destroyed too soon or retained too long.

Consistency in Records Retention and Disposition
Consistency provides for specific procedures and actions to be taken for records retention and disposition, thereby ensuring that records are maintained and disposed of in a uniform manner which conforms to the university's stated policy. It reduces chances for inconsistent, reckless, or personally-motivated disposal of records.

Space Saving
By transferring inactive records of permanent value to the archives and disposing of other records as scheduled, valuable office and filing space can be gained.

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