Records Retention Schedules by Topic
Below is a list of schedules organized by topics. Click on a topic to view the retention schedule.
- Boards, Committees, Councils, Meetings and, Associations
- Environmental Health & Safety/Facilities Services Records
- Curriculum Records
- Materials That May Be Disposed of Without A Specific Retention Period
- Digital Records (Including Electronic Mail)
- Financial Records (For non-grant/contract funded budgets)
- Research and Grant/Contract Records
- Personnel and Payroll Records
- Student Records
- General Office Administration Records
- Publications
- University Events & Recognitions
1. Boards, Committees, Councils, Meetings & Associations
Ad Hoc Committees
Ad Hoc committees may be created for a period of up to three years. Ad Hoc university committees may be created by the Provost or President without formal faculty authorization, provided that they do not exist for more than 60 days.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Admission and Retention of Students Committee
To study problems, recommend policy, and in general represent the faculty in matters dealing with admission, financial assistance, and students academic status. Includes meeting agendas, minutes, reports, correspondence and related materials.
Official Copy: Provost Office
Retention: 5 years. transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
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 ArchivesOther Copies: Any office
Retention: 3 years. Shred
Budget Advisory Committee
Official Copy: Finance & Operations
Retention: 10 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Campus Life Committee
To provide faculty representation to university committees and other campus organizations in matters dealing with academic and social aspects of university life, to monitor the intercollegiate athletic program on behalf of the faculty, and to consider in a coordinated fashion matters pertaining to campus life.
Official Copy: Provost Office
Retention: 5 years. Transfer to university archivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Campus Ministry Council
Official Copy:
Retention:Other Copies: Any Department or School
Retention: 3 years. Shred
Deans Council
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any office
Retention: 3 years. Shred
Dispute Resolutions Committee
Official Copy: Human Resources
Retention: 10 years. ShredOther Copies: Any member of the committee
Retention: Shred after current use
University Diversity Committee
- To review new courses presented by PLU faculty members and recommend appropriate courses to EPC for credit on the Perspectives on Diversity lines in the core requirements.
- To review requests from students for Diversity credit, for transfer courses and inform the registrar of affirmative decisions.
- To assist the registrar in the review of course listings of Diversity courses for class schedules and in keeping as
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Educational Policies Committee To study problems and to make recommendations relative to all areas of academic policy, including the regular semester, January term, summer school, graduate division, and continuing education programs.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Faculty Affairs Committee
To study problems, recommend policy, and facilitate appropriate action in matters dealing with faculty Welfare, faculty fall conference, regency professorship. To act in an intermediate capacity in matters concerning the welfare of the faculty as a whole.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Faculty Assembly
Provides an official record of proceedings of the Faculty Assembly.
Official Copy: Provosts Office
Retention: 5 years. transfer to University ArchivesOther Copies: Any office or faculty member
Retention: 3 years. Shred
Faculty Executive Committee
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Faculty Handbook
Official Copy: Provost Office
Retention: When updated. Transfer to University Archives
Global Education
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Governance Committee To interpret the Faculty Constitution and Bylaws and faculty legislation as the occasion arises. To facilitate the successful operation of the entire committee system, and to study matters pertaining to the system of faculty governance.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Graduate Council
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any office
Retention: 3 years. Shred
Instructional Resources Committee
- To promote enhancement of the education environment at the university.
- To study issues and problems, and to recommend and develop policy related to the provision of tangible and intangible resources in support of the university’s education mission.
- To act as advocates to the administration for the provision of resources in support of faculty development, the library, computer usage, as well as classroom space, usage, and facilities.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
University Long Range Planning Committee
Official Copy: Finance & Operations
Retention: 10 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Rank and Tenure Committee
To consider and recommend policies relative to recruitment, rank, salary, promotion, and tenure of the faculty and to act in an advisory capacity to the administration relative to application of these policies to individual members of the faculty.
Official Copy: Provost Office
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Search Committees for President
A record of committee procedures and decisions in the recruitment of president of the university. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.
Official Copy: Chair of Committee
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Search Committees for Vice Presidents, Deans and Directors
A record of committee procedures and decisions in the recruitment for Vice-Presidents, Deans and Directors May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.
Official Copy: Chair of Committee
Retention: 5 years. Transfer to University ArchivesOther Copies: Any member of the committee
Retention: 3 years. Shred
Search Committees for Faculty and Chairpersons:
A record of committee procedures and decisions in the recruitment for a faculty or Chair position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.
Official Copy: Any Office
Retention: 6 years after end of search. Shred.
Staff and Faculty Meetings:
A record of the decisions and actions taken at staff, departmental/divisions meetings or retreats. May include notes, minutes, or working papers.
Official Copy: Any Office
Retention: 5 years. Transfer to Archives.
Accreditation Documentation:
Statistical, descriptive and evaluative materials necessary to maintain accreditation for a program, college or school with the professional association which sets the standards for that particular discipline. Materials must have been created specifically for accreditation.
Official Copy: Dean’s or Academic Offices
Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer
Disposition Method: Transfer to Archives
Agreements for Programs or Curriculum:
A record of program agreements between UW offices and outside agencies. May include the following types of agreements: those that provide/obtain a learning experience for students outside the classroom, e.g., internships, clerkships, clinical practicums, traineeships, etc.; that provide/obtain reduced tuition and preference in admission for WWAMI region (Washington, Wyoming, Alaska, Montana and Idaho) students or students from participating schools in other countries.
Official Copy: Any Office Signing the Agreement
Retention: 6 years after termination of agreement
Disposition Method: Transfer to Archives for review
Conferences, Seminars, Short Courses, Conventions, Institutes:
A record of special educational forums presented or sponsored by the UW or held in UW facilities. Includes summer institutes.
Official Copy: Any Office
Retention: 3 years after end of event
Disposition Method: Transfer to Archives for review
Course Comment Sheets:A record of the evaluative comments written by students regarding the content and presentation of a course.
NOTE:After comments are compiled by the Office of Educational Assessment, comment sheets are returned to departments.
Official Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred
Course Evaluation Rating Summaries:
Compilations of ratings and comments from individual course evaluation forms.
NOTE:Summaries are compiled by the Office of Educational Assessment.
Official Copy: Office of Educational Assessment
Retention: 3 years after end of quarter
Disposition Method: ShredOther Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred
Course History Files:
A record of the content of approved academic courses. May include course descriptions, syllabi and bibliographies, sample examinations, etc.
Official Copy: Academic Departments
Retention: until course is dropped
Disposition Method: Transfer to Archives for review
Curriculum Committee Reports:
A record of curriculum changes approved during the Curriculum Committee’s monthly meeting. May include information on the addition, deletion or renaming of courses or degree programs.
Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 5 years after end of quarter
Disposition Method: Transfer to ArchivesOther Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
Curriculum Database Printouts:
Quarterly comprehensive listing of all approved courses currently offered by an academic department.
Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 3 years after end of quarter
Disposition Method: RecycleOther Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
Curriculum Proposals — Approved:
Documentation of the planning and development of academic courses or programs which have been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).
Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 2 years after course is dropped
Disposition Method: Transfer to ArchivesOther Copy: Academic Departments
Retention: 5 years after proposal approved
Disposition Method: Transfer to Archives for review
Curriculum Proposals — Denied:
Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).
Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 2 years after end of academic year
Disposition Method: RecycleOther Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle
Lecture Series:
Provides a record of planning for lectureships. May include correspondence, notes, memoranda, copies of financial records, publicity materials, and A-V materials.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review
Outreach Programs:
Documents department or program outreach efforts to the University as well as to specific audiences outside the University community.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review
Program Evaluations:
Documents the internal evaluation of special programs/interdisciplinary centers/institutes within a specific school or college. May include comments from outside sources, students, faculty, administrators and other interested parties.
Official Copy: Any Office
Retention: 6 years after the end of calendar year
Disposition Method: Transfer to Archives for review
Program Reviews — Graduate:
A record of 10 year cycle departmental self-evaluation and review by the Graduate School Office.
Official Copy: Graduate School Dean’s Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to ArchivesOther Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives
Program Reviews — Undergraduate:
A record of 10 year cycle departmental self-evaluation and review by the Provost’s Office for programs which offer only undergraduate degrees.
Official Copy: Provost’s Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to ArchivesOther Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives
The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of when no longer needed for reference.
- Document Errors: Incorrect versions of documents, forms for reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.
- Duplicate Copies: Duplicated copies of correspondence, forms, bulletins, reports, had copy printouts from a database, electronic files extracted from a mater file or database, mailing lists, and other duplicates used only for reference or informational distribution.
- Information-only Copies: Copies or extracts of documents distributed for reference or convenience, such as announcements or bulletins.
- Preliminary Drafts: Drafts of documents that represent stylistic, spelling, grammatical, or other changes.
- Published Reference Materials: Printed materials received from other PLU offices or off-campus institutions which require no action and are no needed for documentation purposes. (Note: two copies of all PLU publications are transferred to Archives for historical purposes by University Publications at time of printing.)
- Requests for Information: Routine memos or forms used to request, or respond to requests, for information.
- Routing Slips: Memos used to direct the distribution of a document.
- Transmittal Information: Memos and facsimile cover sheets which accompany a document, but do not add any substantive information to the transmitted material
Note:Digital records that were formerly produced in print should have the same retention requirement as the printed format.
Electronic Mail Best Practices Guidelines
Correspondence, Department/Office/Administration (Including electronic mail)
May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.
Official Copy: Originating office
Retention: 4 years after end of academic yearOther Copies:
Retention:
Correspondence, Interdepartmental (Including electronic mail)
Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office’s programs. Files by subject or by individual campus office. Documents distribution of information between campus offices.
Official Copy: Any office
Retention: 1 year after end of fiscal yearOther Copies:
Retention:
Correspondence, President and Vice-President (Including electronic mail)
Official Copy: President and Vice-President’s Offices
Retention: End of term, transfer to the University ArchivesOther Copies:
Retention:
Accounts Payable
This includes invoices, check request forms, vouchers, travel expenses.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 3 years. Shred
Accounts Receivables
This includes property, student loans, third party billing
Official Copy: Business Office
Retention: 7 years after full payment. Shred
Accounts Receivables, Collection files
Official Copy: Business Office
Retention: Permanent
Accounts Receivables, Loans assigned to the Dept. of Education
Official Copy: Business Office
Retention: Permanent
Accounts Receivables, Write-offs
Bad debts, death, bankruptcy, etc.
Official Copy: Business Office
Retention: Permanent
Annual Approved University Budgets
Official Copy: Finance and Operations
Retention: 7 years. Transfer to University Archives.Other Copies: Any office
Retention: 1 year. Shred
Annual Forms 1099, 1042-S and other Individual Tax Reporting Forms
Official Copy: Business Office
Retention: 7 years or until audit is complete, whichever is greater. ShredOther Copies: Any office
Retention: 1 year. Shred
Audits
Provides a record of the final audit results of specific University programs and/or fiscal activities, including the University’s response.
Official Copy: Business Office
Retention: 7 years. transfer to University Archives
Audit Reports/Supporting Documents
Official Copy: Business Office
Retention: 7 years. Shred
Banking
This includes banking statements
Official Copy: Business Office
Retention: 7 years. ShredOther Copies:
Retention:
Capital Asset Records
This includes depreciation
Official Copy: Finance and Operations
Retention: Life of the asset plus 1 fiscal year. Transfer to University ArchivesOther Copies: Any office
Retention: 1 year. Shred
Cashier Records
This includes student payments and deposit, departmental deposits, misc. transactions (transcripts, parking tickets, cash advances/reimbursements, etc.)
Official Copy: Business Office
Retention: 7 years. Shred
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
Daily Deposits
This includes cash and checks
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 1 year. Shred
Deeds of University Owned Property (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent.Other Copies:
Retention:
Grants — Received
Includes proposals and notifications of grant award, funds requested in kind contributions and plan of work. Statement of terms and conditions of funded grand project.
Official Copy: Business Office
Retention: 7 years. Transfer to University ArchivesOther Copies:
Retention:
Grants — Not Received
Official Copy: Development Office
Retention: 3 years. ShredOther Copies:
Retention:
Internal Monthly University Financial Statements
Official Copy: Business Office
Retention: PermanentOther Copies: Any office
Retention: 1 year. Shred
Insurance Policies
Official Copy: Finance and Operations Office
Retention:Other Copies:
Retention:
Journal Entries
This includes expense and revenue transfers
Official Copy: Business Office
Retention: 7 years. ShredOther Copies:
Retention:
Master Licenses
Official Copy: Business Office
Retention: 7 years.Other Copies: Any office
Retention: 1 year.
Purchase Orders
Pre-numbered purchase form used by Purchasing and departments to order goods and/or services from private vendors; includes check request for pre-payment of good/services. May include order form, renewal notice, or invoice, etc. detailing purchasing information.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 1 year. Shred
Purchasing Card (Credit Card)
Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.
Official Copy: Business Office
Retention: Receipt kept through audit. ShredOther Copies: Any office
Retention: 7 years. Shred
Purchasing Documents, Corporate Express
Monthly report downloaded from Corporate Express website and distributed to campus departments listing purchases order on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.
Official Copy: Business Office
Retention: Receipt kept through audit. ShredOther Copies: Any office
Retention: 7 years Shred
Real Estate Records
This includes donated properties – paid in full
Official Copy: Finance and Operations
Retention: Permanent
Student Loans — Federally Funded with Collection files
Official Copy: Business Office
Retention: PermanentOther Copies:
Retention:
Student Loans — Federally Funded — Write-offs
Bad debts, death, bankruptcy, etc.
Official Copy: Business Office
Retention: PermanentOther Copies:
Retention:
Travel Authorization
Pre-numbered three-part form combining functions of travel authorization, travel justification, and travel expense advance approval. used to process and record staff, faculty, non-employee and interviewees travel.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 1 year. Shred
Travel Expenses
This includes vouchers, auto mileage forms, and supporting documentation.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 1 year. Shred
Trial Balance Reports
Official Copy: Business Office
Retention: PermanentOther Copies: Any office
Retention: 1 year. Shred
Vendor Contracts
This includes rentals and KPLU agreements
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 3 years. Shred
Administration Records for Grants/Contracts — Awarded:
A record of awarded grant or contract. May include Request for Approval of Application for Grant or Contract, Proposal for Grant or Contract, award letter/notice, agreements (including supplements or amendments), Notice to Establish Account, correspondence, final equipment inventory, project/planning files, etc.
Official Copy: Office of Sponsored Programs
Retention: 6 years after final termination of grant/contract
Disposition Method: Transfer to Archives for reviewOfficial Copy: Equipment Inventory Office — final equipment inventory
Retention: 3 years after final disposition of equipment
Disposition Method: RecycleOther Copy: College/School or Department
Retention: 3 years after final termination of grant/contract
Disposition Method: Shred
Academic Program Contracts
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Academic Standing Letters/Information
Probation, warning, etc.
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Academic Standing on Transcript
Official Copy: Registrar
Retention: 5 years, transfer to Archives
Acceptance Letters
Official Copy: Registrar &
Retention: 5 years after graduation or last attendance, shred.
Academic Assistance Records
Policies and procedures.
Official Copy: Academic Assistance Office
Retention: 5 years, transfer to Archives
Academic Assistance Student Employment Records
Official Copy: Academic Assistance Office
Retention: 5 years, shred
Academic Assistance Usage Statistics Records
Official Copy: Academic Assistance Office
Retention: 5 years, transfer to Archives
ADA (Americans with Disabilities Act) Records
Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.
ADA – Documentation of Disability
Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.
ADA – Documentation of Resources for Faculty
Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.
ADA – Documentation of Resources for Students
Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.
ADA – Letters of Accommodation
Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.Other Copies: Any faculty member
Retention: Shred after current semester.
Add/Drop Forms (change of courses)
Official Copy: Registrar
Retention: 1 year after date submitted, shred.
Admission or Reentry Applications
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Advance Placement Records
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Advising Records for Students who do not finish
Official Copy: Academic Advising Office
Retention: 3 years, shred.
Advising Records for Students who graduate
Official Copy: Academic Advising Office
Retention: Shred upon graduation.
Associated Students of PLU (ASPLU)
Official Copy: ASPLU Office
Retention: 5 years. Transfer to Archives.
Athletics
Official Copy: Athletics Office
Retention: stored in locked closet for 7 years, shred
(Kris questions if these are policies and procedures that should come to the Archives)
Athletics: Sports Information Office
Official Copy: Sports Information Office
Retention: Forever
(Kris questions this, after at least 10 years, should come to Archives).
Audit Approvals
Official Copy: Registrar
Retention: 1 year after date submitted, shred.
Campus Safety Records
Official Copy: Campus Safety Office
Retention: 7 years, shred
(Are these policies and procedures? If so, they should come to the Archives)
Campus Safety Parking Records
Official Copy: Campus Safety Office
Retention: Shredded annually
Career Development Policies
Official Copy: Career Development Office
Retention: Until superseded. Transfer to ArchivesOther Copies: Any office
Retention: Until superseded, shred.
Career Development Records
Official Copy: Career Development Office
Retention: Shred 3 years after student graduates.
Career Development Student Employment Records
Official Copy: Career Development Office
Retention: 3 years after student graduates, shred.
Correspondence(With students?)
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Counseling Center Records
Official Copy: Counseling Center
Retention: 7 years from the academic year when student was last seen, shred.
Credit by Exam forms
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Curriculum Change Authorizations
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Degree Audit (CAPP Reports)
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Emerging Leaders Records
Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives
Entrance Exam Reports (ACT, SAT, etc.)
Official Copy: Registrar
Retention: 3 years after application term, shred.
EXPLORE
Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives
FERPA Documents
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Grade Change Forms
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Grade Rosters
Official Copy: Registrar
Retention: Permanent
Graduation Application
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.
Graduation Lists
Official Copy: Registrar
Retention: 5 years after graduation, transfer to Archives.
Hold Authorizations
Official Copy: Registrar
Retention: Until released
Independent Study Forms
Official Copy: Registrar
Retention: 1 year after date submitted, shred
International Student Forms (I-20, etc.)
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
International Student Funding Sources Records
Official Copy: International Student Services
Retention: 3 years, transfer to Archives
Internship Forms
Official Copy: Registrar
Retention: 1 year after date submitted, shred
Leadership Recognition Records
Official Copy: Student Involvement and Leadership
Retention: 10 years, transfer to Archives
(Student Involvement and Leadership says 25 years, not to Archives, Kris questions that, they are Archival records)
Meant to Live Records
Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives
Military Documents Submitted for Credit
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
NAFSA Records
Official Copy: International Student Services
Retention: 5 years, transfer to Archives
Name Change Authorizations
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
New Student Orientation Records
Official Copy: Student Involvement and Leadership
Retention: 5 years, transfer to Archives
Pass/Fail Forms
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
Pastoral Counseling Records
Official Copy: Campus Ministry
Retention: 7 years, shred
Recommendation Letters
Official Copy: Registrar
Retention: 3 years after application term, shred
Relay for Life
Official Copy: Student Involvement and Leadership
Retention: 5 years, transfer to Archives
Residential Life Records
Official Copy: Residential Life Office
Retention: 7 years from enrollment, transfer to Archives
(Don’t know exactly what kind of records they are?)
Student Conduct Records- Graduated students
Official Copy: Student Involvement and Leadership Office
Retention: 3 years after student graduates, shred.
Student Conduct Records – Students leaving PLU w/o graduating
Official Copy: Student Involvement and Leadership Office
Retention: 3 years after student leaves PLU, shred.
Student Conduct Records- Students suspended or expelled from university
Official Copy: Student Involvement and Leadership Office
Retention: Indefinite or Permanent
Student Clubs and Organizations
Official Copy: The Clubhouse
Retention: 10 years, transfer to Archives
(suggest 15 years, but Kris questions that length)
Student Education Records
Governed by FERPA
Official Copy: Student Involvement and Leadership
Retention: 5 years after graduation, shred.
Student Employment Records
Official Copy: Student Employment Office
Retention: 5 years after graduation, shred.
Student Handbook
Official Copy: Student Involvement and Leadership
Retention: 5 years in Netstor, transfer to Archives.
Student Medical Records
PLU Health Center is governed by the Washington State Administrative Code.
Official Copy: Health Center
Retention: 10 years after last term, shred.
Transcript Requests
Official Copy: Registrar
Retention: 1 year after date submitted, shred
Transcripts (College)
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
Transcripts (High School)
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
Transfer Credit Evaluations
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
U.S. Immigration Records
Official Copy: International Student Services
Retention: 7 years from graduation, shred.
Waiver/Substitution Forms
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred
Withdrawal Authorizations
Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred