Records Retention Schedule (Alphabetical)
Please note that digital records including electronic mail have the same retention requirements as printed records.
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Official Copy: Finance and Operations Office
Retention: 10 years after end of calendar year. ShredOther Copies: Any office
Retention: 3 years after end of calendar year. Shred.
Accounts Payable
Used to notify Accounts payable regarding correct account information for open order; of problem with goods or services ordered; and to confirm goods were received.
Official Copy: Business Office
Retention: 6 years after end of fiscal yearOther Copies: Any office
Retention: 3 years after end of fiscal year
Accounts Receivables, Student accounts and 3rd party contracts
Official Copy: Business Office
Retention: 7 years after full payment. ShredOther Copies:
Retention:
Accounts Receivables, Student accounts — Collection files
Official Copy: Business Office
Retention: PermanentOther Copies:
Retention:
Accounts Receivables, Loans assigned to the Dept. of Education
Official Copy: Business Office
Retention: Permanent
Accounts Receivables, Student accounts — Write-offs
Bad debts, death, bankruptcy, etc.
Official Copy: Business Office
Retention: PermanentOther Copies:
Retention:
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 University ArchivesOther Copies:
Retention:
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 Department or School
Retention: 3 years. Shred
Administrative Materials without Retention Requirements
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.
- Stocks of Publications: Stocks of departmentally-produced printed documents which have been superseded or are obsolete. May include program brochures, booklets, flyers, forms, directories, manuals, posters and other informational materials produced by a department for wide distribution. (Note: Two copies of all PLU publications are transferred to Archives for historical purposes by University Publications at time of printing.)
- Transmittal Information: Memos and facsimile cover sheets which accompany a document, but do not add any substantive information to the transmitted material
Administrative Records for Grants/Contracts (Vital Record)
Official Copy: Office of Development
Retention: Permanent. Vital RecordOther Copies:
Retention:
Admissions Applications, Enrolled Students
Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores and related correspondence. Provides basic data concerning admission; source document for payment of admission fees. Pertinent data input into on-line Student Information System at time of admission.
Official Copy: Student Financial Services
Retention: 6 years after end of semester in which student enrolled. ShredOther Copies:
Retention:
Admissions Applications, Students Not Accepted, or Accepted but not Enrolled
Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores, and related correspondence. Provides basic data concerning rejection for admission; source document for payment of admission fees.
Official Copy: Admissions Office
Retention: 6 years after end of academic yearOther Copies:
Retention:
Advising Records
Confidential records of courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students in departmental programs and courses.
Official Copy: Any department
Retention: 6 years after end of academic year. ShredOther Copies:
Retention:
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: 6 years after end of academic year; transfer to University ArchivesOther Copies: Any department or school
Retention: 6 years after end of academic year. Discard
Agreements, Hold Harmless, Adults
Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Hold university harmless from liability for injuries and/or damages not caused by negligence.
Official Copy: Finance and Operations
Retention: 6 years after end of academic year. ShredOther Copies:
Retention:
Agreements, Hold Harmless, Children
Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that PLU will not be held responsible for missed doses of medication or any consequences thereof.. Holds university harmless from liability for injuries and/or damages not caused by negligence.
Official Copy: Finance and Operations
Retention: 6 years after minor reaches age 18. ShredOther Copies:
Retention:
Air Quality Sampling Files
Record of air sampling and evaluations for the presence of air contaminants to identify if employee(s) has (have) been exposed to toxic substances. Results are sent to offices for corrective actions.
Official Copy: Environmental Health & Safety: Occupational Health & Safety
Retention: 30 years after end of calendar year. ShredOther Copies: Any Office/Lab
Retention: 6 years after corrective action taken. Shred
Animal Subjects Research
Includes Animal Subjects Approval form and supporting documents, certified by investigator that project accurately describes all aspects of proposed animal usage. Also includes official approval memo from Animal Care and Use Committee, renewal forms, and related notes and correspondence. Documents approval for the use of animals for both grant and non-grant research purposes.
Official Copy: ?
Retention: 6 years after end of research activityOther Copies:
Retention:
Annual Approved University Budgets
Official Copy: Business Office
Retention: PermanentOther 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
Annual Reports
Summarizes departmental and school activities, goals and objectives.
Official Copy: Provost Office or President’s Office ?
Retention: 4 years after end of academic year; transfer to University ArchivesOther Copies: Any department or school
Retention: 3 years. Shred
Application Files, Undergraduate/Graduate Programs/Incomplete
May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.
Official Copy: Admissions Office
Retention: 3 years after end of the academic yearOther Copies:
Retention:
Application Files, Undergraduate/Graduate Programs/Denied Admission
May include program application, copies of transcripts, college test scores, related documents. Applicants were denied admission to the program.
Official Copy: Admissions Office
Retention: 3 years after end of the academic yearOther Copies:
Retention:
Application Files, Undergraduate/Graduate Programs/Accepted, Not Entered
May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.
Official Copy: Admissions Office
Retention: 3 years after end of the academic yearOther Copies:
Retention:
Application for Research Support Funds – Awarded (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Applications, Admission, Enrolled Students
Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college, transcripts, test scores and related correspondence. Provides basic data concerning admission; source documents for payment of admission fees. Pertinent data input into on-line Student Information System at time of admission.
Official Copy: Student Financial Services
Retention: 6 years after end of semester in which student enrolledOther Copies:
Retention:
Applications, Employments, Classified Staff, Hired
Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions.
Official Copy: Human Resources
Retention: 50 years after termination of employment (Included in personnel file)Other Copies: Hiring Office
Retention: 3 years after termination of employment
Applications, Employments, Classified Staff, Not Hired
Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions.
Official Copy: Human Resources
Retention: 3 years after date of applicationOther Copies:
Retention:
Applications, Employments, Student Positions, Hired
May include resumes, applications, correspondence, references and material from students applying for positions in the department.
Official Copy: Student Employment Office
Retention: 3 years after termination of employmentOther Copies:
Retention:
Applications, Employments, Student Positions, Not Hired
May include resumes, applications, correspondence, references, and other material from students applying for positions in the department.
Official Copy: Student Employment Office
Retention: 3 years after completion of hiring processOther Copies:
Retention:
Applications, Employment, Unsolicited (Not Hired)
May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.
Official Copy:
Retention: 1 year after end of fiscal yearOther Copies:
Retention:
Applications, Graduate School, Enrolled Students
Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material.
Official Copy:
Retention: 35 years after student completes program. OffsiteOther Copies:
Retention:
Articles of Incorporation (Vital Record)
Official Copy: President’s Office
Retention: Until superseded. ArchivalOther Copies:
Retention:
Audiovisual Records
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion, picture film, phonographic recordings.
Official Copy: Any Office
Retention: 5 years. Transfer to University ArchivesOther Copies:
Retention:
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
Authorized Earnings by Students – Work study
Used to monitor earnings of students receiving aid through federal and state work-study programs.
Official Copy: Financial Aid Office
Retention: 6 year after end of fiscal yearOther Copies: Budget unit
Retention: 3 years after end of fiscal year
Authorized Signatures List, Payroll
Indicates person(s) designated by each department to sign various payroll forms.
Official Copy: Payroll Services
Retention: 6 years after supersededOther Copies: Any office
Retention: Until superseded
Auxiliary Services Meetings
Official Copy: Finance and Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Ballots For Committee Selection
A record of the selection of members of a committee or representative for a specific position.
Official Copy: Any Office
Retention: 1 year after votes counted. ShredOther Copies:
Retention:
Banking
This includes statements
Official Copy: Business Office
Retention: 7 years. ShredOther Copies:
Retention:
Bid Documents (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Blueprints of Facilities (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent. Vital RecordOther Copies:
Retention:
Board of Regents
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: Administrative Offices, School or Department
Retention:
Board of Regents Minutes (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Bonds (Vital Record)
Official Copy: Finance & Operations Office
Retention: Permanent. Vital RecordOther Copies:
Retention:
Bookstore
Form used to order books and supplies from Garfield Book Company.
Official Copy:
Retention:Other Copies:
Retention:
Budget Advisory Committee
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies: Any member of Committee
Retention: 1 year. Shred
Budget Planning Files/Working Papers
May include budget work sheets, copies of amendment of allotment transaction, reports, statistics, and related information used in preparation of budget proposals and requests.
Official Copy: Any office
Retention: 3 years after end of fiscal year. Shred
Budget Status Reports
Detail of monthly expenditures by department; used for budget monitoring and expenditure control. Documents expenditures and encumbrances affecting allotments.
Official Copy: Business Office
Retention: 6 years after end of fiscal yearOther Copies: Any office
Retention: 3 years after end of fiscal year
Budgets
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Buildings
Official Copy:
Retention:Other Copies:
Retention:
Bulletins, PLU
Newsletters and bulletins produced by campus offices providing information about programs and activities.
Official Copy: Any office
Retention: Transfer two copies to University Archives when publishedOther Copies:
Retention:
Calendars, Appointment Books – President and Vice Presidents
Official Copy: Offices
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Calendars, Appointment Books
Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc.
Official Copy: Any Office
Retention: 3 years. ShredOther Copies:
Retention:
Capital Asset Records
Including Depreciation.
Official Copy: Business Office
Retention: Life of the asset plus 1 fiscal year. ShredOther Copies: Any office
Retention: 1 year. Shred
Capital Improvements Committee
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Cash Receipts
Pre-numbered cash receipt verifying receipt of cash for goods or services.
Official Copy: Any office
Retention: 6 years after end of fiscal yearOther Copies: Any office
Retention: 3 years after end of fiscal year
Cashier Records
This includes student payments and despotism, departmental deposits, misc. transactions (transcripts, parking tickets, cash advances/reimbursements, etc.)
Official Copy: Business Office
Retention: 7 years; ShredOther Copies:
Retention:
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 coordinative fashion matters pertaining to campus life.
Official Copy: Provost Office
Retention: 6 years after end of academic year. Transfer to university archivesOther Copies: Any office
Retention: 3 years after end of academic year. Discard
Campus Ministry Council
Official Copy:
Retention:Other Copies:
Retention:
Catalogs – Undergraduate and Graduate (Vital Record)
Official Copy: Registrar’s Office
Retention: 5 years. Transfer to University ArchivesOther Copies:
Retention:
Catalog Revisions, Department Files
Contains back-up material used in preparation of general session catalogs.
Official Copy: Registrar’s Office
Retention: 5 years after catalogs printedOther Copies:
Retention:
Class Schedules
Schedules of classes offered. Includes information on instructor, location, dates and times.
Official Copy:
Retention:Other Copies:
Retention:
Committee, Council Records
Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of colleges, departments or programs committees.
* Campus Life
* Education Policies
* Faculty Affairs
* Global Education
* Governance
* Instructional Resources
* Rank & Tenure
Conference Records
May include agendas, correspondence, publicity materials and other documents. Provides a record of each conference, seminar, workshop, or other event department sponsored.
Official Copy: Any office
Retention: 3 years after end of fiscal year; transfer to University ArchivesOther Copies:
Retention:
Consent Forms – Adult and Minor (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther 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: Permanent. Vital RecordOther Copies: Any office
Retention: 1 year after termination of contract
Corporate Express On-Line Monthly Report & Packing Slips
Monthly report downloaded from Corporate Express web site and distributed to campus departments listing purchases ordered on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.
Official Copy: Department
Retention: 6 years after end of fiscal yearOther Copies:
Retention:
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:
Course Catalog Revisions, Department Files
Contains back-up material used in preparation of general session catalogs.
Official Copy: Registrar
Retention: 5 years after catalogs printedOther Copies:
Retention:
Course Content/Information File
Provides a description of departmental courses. May include outlines, syllabi, credits, bibliographies, textbook lists, sample exams, etc.
Official Copy: Academic department
Retention: 2 years after course discontinued; transfer to syllabi to University ArchivesOther Copies:
Retention:
Council for Individualized Majors
Official Copy:
Retention:Other Copies:
Retention:
Curriculum Planning Files, Summer Session
Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials.
Official Copy: Any department
Retention: 3 years after end of summer sessionOther Copies:
Retention:
Daily Deposits
This includes cash and checks.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 1 year. Shred
Data Administration Task Force
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Deans Council
Official Copy: Provost Office
Retention: _ years. Transfer to University ArchivesOther Copies: Any office
Retention: 3 years after end of calendar year. Shred
Deeds of University Owned Property (Vital Record)
Official Copy: Finance and Operations
Retention: Permanent. Vital RecordOther Copies:
Retention:
Dining Services Committee
Official Copy: Finance and Operations
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Dispute Resolutions Committee
Official Copy:
Retention:Other Copies:
Retention:
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: _ years. Transfer to University ArchivesOther Copies: Any member of committee
Retention: 3 years after end of calendar year. Shred
Department/Office Administration Files
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:
Departmental Committee Files
Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of colleges, departments or program committees.
Official Copy: Originating Office
Retention: 6 years. Transfer to University ArchivesOther Copies:
Retention:
Departmental/Office Records
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 year. ShredOther Copies: Any Department or School
Retention: 3 years. Shred
Departments/Schools Meeting
Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of schools, departments or special program committees.
Official Copy: Provost Office
Retention: 6 years after end of academic year. Transfer to University ArchivesOther Copies: Deans/Chairs
Retention: 6 years after end of academic year. Discard
Deposit Receipt, Departmental
Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.
Official Copy: Any department
Retention: 6 years after end of fiscal yearOther Copies:
Retention:
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: years after end of academic year. Transfer to University ArchivesOther Copies: Any member of committee
Retention: 3 years after end of academic year. Discard
Emergency Procedures (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Emerging Leaders Records
Official Copy: SILF
Retention: 3 years. Transfer to Archives
Employee Performance Evaluations
Used to evaluate performance of classified staff.
Official Copy: Human Resources
Retention: 3 years after end of fiscal year (WAC 251-20-040 requires that performance evaluations be retained no longer than 3 years)Other Copies:
Retention:
Employee Personnel Records, Classified Staff
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendations and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment insurance and retirement programs, and other related records as may be necessary for the administration of regulations.
Official Copy: Human Resources
Retention: 50 years after termination of employmentOther Copies: Hiring office
Retention: 3 years after termination of employment
Employee Personnel Records, Professional Staff
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendations and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment insurance and retirement programs, and other related records as may be necessary for the administration of regulations.
Official Copy: Human Resources
Retention: 50 years after termination of employmentOther Copies: Hiring department
Retention: 3 years after termination of employment
Employee Personnel Records, Faculty
Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson’s annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty.
Official Copy: Provost
Retention: 60 years after termination of employment; Vita potentially archivalOther Copies: Appropriate Dean or Department
Retention: 3 years after termination of employment
Employee Personnel Records, Temporary Staff
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.
Official Copy: Human Resources
Retention: 6 years after termination of employmentOther Copies: Hiring office
Retention: 3 years after termination of employment
Employment Applications, Unsolicited (Not Hired)
May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.
Official Copy: Any office
Retention: 1 year after end of fiscal yearOther Copies:
Retention:
Employment Applications, Student Positions, Hired
May include resumes, applications, correspondence, references and other material from students applying for positions in the department.
Official Copy: Hiring department
Retention: 3 years after termination of employmentOther Copies:
Retention:
Employment Applications, Student Positions, Not Hired
May include resumes, applications, correspondences, references and other material from students applying for positions in the department.
Official Copy: Hiring department
Retention: 3 years after completion of hiring processOther Copies:
Retention:
Employment Eligibility Verification Forms (I-9) Staff
Provides a record of employment eligibility for faculty and staff in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements.
Official Copy: Human Resources
Retention: 3 years after termination of employmentOther Copies: Any office
Retention: 3 years after termination of employment
Employment Eligibility Verification Forms (I-9) Students
Provides a record of employment eligibility for students in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements.
Official Copy: Student Employment
Retention: 3 years after termination of employmentOther Copies:
Retention:
Endowment Fund Records (Vital Record)
Investments and Planning
Official Copy: Finance & Operations Office
Retention: Permanent.Other Copies:
Retention:
Enrollment Reports
Registrar’s Statistical Reports. Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments.
Official Copy: Registrar’s Office
Retention: Depends on type of reportOther Copies: Any office
Retention: 3 years after end of fiscal year
Equipment Committee
Official Copy: Finance & Operations Office
Retention: Until equipment disposed ofOther 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. Vital RecordOther Copies:
Retention:
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: End of academic year. Recycle
Faculty Assembly
Provides an official record of proceedings of the Faculty Assembly.
Official Copy: Provost Office
Retention: 6 years after end of academic year, transfer to University ArchivesOther Copies: Any office or faculty member
Retention: End of academic year. Recycle
Faculty Chair
Official Copy:
Retention:Other Copies:
Retention:
Faculty Constitution
Official Copy: Provost Office
Retention:Other Copies:
Retention:
Faculty Executive Committee
Official Copy:
Retention:Other Copies:
Retention:
Faculty Handbook
Official Copy: Provost Office
Retention: Until superseded. Transfer to University Archives.Other Copies: Any faculty member.
Retention: Until superseded. Recycle.
Finance and Operations Committee
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
General Ledgers
Official Copy:
Retention:Other Copies:
Retention:
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:
Retention:Other Copies:
Retention:
Graduate Assistants Personnel Records
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.
Official Copy:
Retention:Other Copies:
Retention:
Graduate Council
Official Copy:
Retention:Other Copies:
Retention:
Graduate Student Records/Incomplete Program
Records for students who have failed to complete the graduate degree program requirements within the five-year time limitation. Includes applications, copies of test scores and transcripts of courses taken, and related materials. Documents individual student status in relationship to degree requirements.
Official Copy:
Retention:Other Copies:
Retention:
Graduate Student Records/Program Completed
Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Included copies of transcripts, test scores, original application, degree recommendation card, and other related material.
Official Copy:
Retention: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: Business Office
Retention: 3 years. ShredOther Copies:
Retention:
Human Resources Meetings
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Human Subjects Activity Review Form
Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.
Retention:
Other Copies:
Retention:
Human Subjects Activity Review Form (Research Proposals Withdrawn/Denied)
Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.
Official Copy:
Retention:Other Copies:
Retention:
Human Subjects Research Exemption Form
Completed, in lieu of formal application, for low-risk research using human subjects. Signed by principal investigator, department chair, and faculty advisor if student. Includes category under which research qualifies for exemption, project title and related information; and official memo from Human Subjects Review Committee stating projects is exempt for full review.
Official Copy:
Retention:Other Copies:
Retention:
Human Subjects Research Records (Approved)
Includes Human Subjects Activity Review form and attachments describing proposed research; bibliography; copy of sample informed consent form;survey instrument questionnaire; vita; official approval memo from Human Subjects Review Committee; renewal forms; and related correspondence. Documents the review and approval of research proposals involving human subjects.
Official Copy:
Retention:Other Copies:
Retention:
Interdepartmental Correspondence
Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office’s programs. Filed by subject or by individual campus office. Documents distribution of information between campus offices.
Official Copy:
Retention:Other Copies:
Retention:
Internal Monthly University Financial Statements
Official Copy: Business Office
Retention: PermanentOther Copies: Any office
Retention: 1 year. Shred
Institutional Animal Care and Use
Official Copy:
Retention:Other Copies:
Retention:
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:
Retention:Other Copies:
Retention:
Insurance Policies (Vital Record)
Official Copy: Finance & Operations Office
Retention: Permanent. Vital RecordOther Copies:
Retention:
Internal Research Support Funds (Awarded)
Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Used to award, allocate and monitor funds for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research, and others.
Official Copy:
Retention:Other Copies:
Retention:
Internal Research Support Funds (Not Awarded)
Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Documents denial of funding for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research for both grant and non-grant research purposes.
Official Copy:
Retention:Other Copies:
Retention:
Investment Subcommittee
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Invoice/Credit Memo Approval Form
Used to notify Accounts Payable regarding correct account information for open orders; of problems with goods or services ordered; and to confirm goods were received.
Official Copy:
Retention:Other Copies:
Retention:
Invoices, Interdepartmental
Provides a record of charges to individual departments/offices for goods and/or services.
Official Copy:
Retention:Other Copies:
Retention:
Invoices, Vendor
Billing to University from outside vendors for goods and services.
Official Copy:
Retention:Other Copies:
Retention:
Journal Entries
This includes expense and revenue transfers
Official Copy: Business Office
Retention: 7 years. ShredOther Copies:
Retention:
Leave Report, Monthly
Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month’s totals and current year to date and the employee’s current accrual rate.
Official Copy:
Retention:Other Copies:
Retention:
Leave Requests, Department
To request department supervisor’s approval for vacation or sick leave, personal holidays and compensatory time.
Official Copy:
Retention:Other Copies:
Retention:
Leave Requests, Human Resources
To request advance approval for leave without pay, or military, bereavement or extended sick leave.
Official Copy:
Retention:Other Copies:
Retention:
Legal Files
Official Copy: Finance & Operations Office
Retention:Other Copies:
Retention:
Lock Maintenance/Repair Request
Used to request service to locks, safes, locking hardware and keys.
Official Copy:
Retention:Other Copies:
Retention:
Long Range Planning Committee
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Mailroom Packing List
Used to request maintenance and repairs to University facilities.
Official Copy:
Retention:Other Copies:
Retention:
Maintenance/Repair Request, Physical Plant
Used to request maintenance and repairs to University facilities.
Official Copy:
Retention:Other Copies:
Retention:
Master Licenses
Official Copy: Business Office
Retention: 7 years.Other Copies: Any office
Retention: 1 year.
Master Plans
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Media Board
Official Copy:
Retention:Other Copies:
Retention:
Medical Record, Student (Vital Record)
Official Copy: Health Center
Retention: 10 years after graduation. ShredOther Copies:
Retention:
Mission Statements
Official Copy:
Retention:Other Copies:
Retention:
Minutes, Tape Recordings
Audio Tape recordings of committee, council or board meeting minutes. Proceedings transcribed and printed in official minutes.
Official Copy:
Retention:Other Copies:
Retention:
Monthly Leave Report by Leave Type and Usage
Provides a record annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month’s totals and current year to date and the employee’s current accrual rate.
Official Copy:
Retention:Other Copies:
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Motor Pool Vehicle Request
To request rental of Motor Pool vehicles.
Official Copy:
Retention:Other Copies:
Retention:
Negatives, Photograph
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office;s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.
Official Copy:
Retention:Other Copies:
Retention:
Newsletters and Bulletins
Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are transferred to Wilson Library Special Collections at time of publication.
Official Copy:
Retention:Other Copies:
Retention:
Office/Departmental Administration Files
Correspondence Files, Department/Office Administration. May includes 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:
Retention:Other Copies:
Retention:
Office Management Files
May include routine requests for information (non-policy); copies of completed forms, bulletins correspondence prepared for reference and information distribution. does not include policy documents.
Official Copy:
Retention:Other Copies:
Retention:
Objectives of the University
Official Copy: President’s Office
Retention: Until superseded. Transfer to University ArchivesOther Copies:
Retention:
Organizational and Function Records
Provides a record of department/office structure and delegation of responsibilities.
Official Copy:
Retention:Other Copies:
Retention:
Organization Charts and Lists (Vital Record)
Provides a record of department/office structure.
Official Copy: President’s Office
Retention: Permanent until superseded. Transfer to ArchivesOther Copies:
Retention:
Patents and Trademarks (Vital Record)
Official Copy: Vital record
Retention: Permanent. Vital RecordOther Copies:
Retention:
Payroll Information (Vital Record)
Official Copy: Payroll Office
Retention:Other Copies:
Retention:
Payroll Authorized Signatures List
Indicates person(s) designated by each department to sign various payroll forms.
Official Copy:
Retention:Other Copies:
Retention:
Performance Evaluation, Employee
Used to evaluate performance of classified staff.
Official Copy:
Retention:Other Copies:
Retention:
Personnel Information(Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Personnel/Benefit Records, Classified Staff
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records a may be necessary for the administration of regulations.
Official Copy:
Retention:Other Copies:
Retention:
Personnel/Benefit Records, Professional Staff
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence, insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations.
Official Copy:
Retention:Other Copies:
Retention:
Personnel Records, Faculty
Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson’s annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty.
Official Copy: Provost Office. Vital Record
Retention: 50 yearsOther Copies:
Retention:
Personnel Records, Staff and Administrators
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.
Official Copy: Human Resources. Vital Record
Retention: 50 years after end of employmentOther Copies:
Retention:
Petty Cash Fund Records
May include; field order; purchase form; Invoice Voucher A19-1; End-of-Year Closeout form; Daily Transaction log; memo designating departmental petty cash custodian.
Official Copy:
Retention:Other Copies:
Retention:
Phonographic Recordings
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.
Official Copy:
Retention:Other Copies:
Retention:
Photographic Records
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.
Official Copy:
Retention:Other Copies:
Retention:
Physical Plan Maintenance/Repair Request
Used to request maintenance and repairs to University facilities.
Official Copy:
Retention:Other Copies:
Retention:
Plant Services Meetings
Official Copy:
Retention:Other Copies:
Retention:
Policies and Procedures (Vital Record)
Provides a record of established policies and procedures for a department/office.
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Printing Request
To request printing jobs from University Publishing Services.
Official Copy:
Retention:Other Copies:
Retention:
Prints, Photographic
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.
Official Copy:
Retention:Other Copies:
Retention:
Projects, Special
Includes writings, surveys, questionnaires (summer record of compiled responses, including blank sample survey or questionnaire), correspondence and other materials related to special projects and activities of a department.
Official Copy:
Retention:Other Copies:
Retention:
Property Files
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Proposals, Curriculum and Course
Provides a record documenting the development and implementation of instructional programs and individual courses. Includes new/revised course applications, proposals, and supporting papers.
Official Copy:
Retention:Other Copies:
Retention
Provost Council
Official Copy:
Retention:Other Copies:
Retention:
Publications, PLU
Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are transferred to Wilson Library Special Collections at time of publication.
Official Copy:
Retention:Other Copies:
Retention:
Purchase Orders
Pre-numbered purchase form used by Purchasing and departments to order goods and/or services from private vendors; includes check request for prepayment 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
Questionnaires, Surveys
Individual responses to surveys or questionnaires. (See “Special Projects and Activities” records series for survey/questionnaire reports.)
Official Copy:
Retention:Other Copies:
Retention:
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:
Retention:Other Copies:
Retention:
Real Estate Records
This includes donated properties – paid in full
Official Copy: Business Office
Retention: Permanent
Receipt, PLU Departmental Deposit
Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.
Official Copy:
Retention:Other Copies:
Retention:
Records Retention Schedule
Provides identification and disposition for all records found in the office.
Official Copy:
Retention:Other Copies:
Retention:
Registrar’s Statistical Reports
Provides student enrollment, degrees conferred by major and related statistics to academic and other departments.
Official Copy:
Retention:Other Copies:
Retention:
Registration Forms
Entries indicate student name and number, quarter, department, course numbers, credits, class sections, and total credit hours. Includes registration permits and independent study and variable credit courses, as well as summer workshop registrations. Maintained to verify initial registration.
Official Copy:
Retention:Other Copies:
Retention:
Release Time Request Form
Form used by classified staff to request release time from normal working duties for purposes of training and staff development. Form contains supervisor approval/denial. Release time is monitored by supervisor for the current year.
Official Copy:
Retention:Other Copies:
Retention:
Rental Properties
Official Copy: Finance & Operations Office
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Repair Request, Lock Maintenance
Used to request service to locks, safes, locking hardware and keys.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Accidental Injury/Occupational Illness
Internal report used by employees and volunteers to report all accidental injuries or occupational illnesses/exposure sustained while working at PLU. Includes supervisor and Environmental Health & Safety Office reports.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Budget Status
Detail of monthly expenditures by department; used for budget monitory and expenditure control. Documents expenditures and encumbrances affecting allotments.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Committee
Includes meeting agendas, minutes, reports, correspondence and related materials document activities of colleges, departments or program committees.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Monthly Leave
Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month’s totals and current year to date and the employee’s current accrual rate.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Registrar’s Statistical
Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments.
Official Copy:
Retention:Other Copies:
Retention:
Reports, Space Allocation
Provides record of space assigned to department.
Official Copy:
Retention:Other Copies:
Retention:
Research Data (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Research, Human Subjects Activity Review Form (Research Proposals Withdrawn/Denied)
Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.
Official Copy:
Retention:Other Copies:
Retention:
Research Records, Human Subjects (Approved Research)
Includes Human Subjects Activity Review form and attachments describing proposed research; bibliography; copy of sample informed consent form; survey instrument questionnaire; vita; official approval memo from Human Subjects Review Committee; renewal forms; and related correspondence. Documents the review and approval of research proposals involving human subjects.
Official Copy:
Retention:Other Copies:
Retention:
Research, Human Subjects Exemption Form
Completed, in the lieu of formal application, for low-risk research using human subjects. Signed by principal investigator, department chair, and faculty advisor if student. Includes category under which research qualifies for exemption, project title and related information; and official memo from Human Subjects Review Committee stating project is exempt from full-review.
Official Copy:
Retention:Other Copies:
Retention:
Research, Internal Support Funds (Awarded)
Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Used to award, allocate and monitor funds for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research, and others.
Official Copy:
Retention:Other Copies:
Retention:
Research, Internal Support Funds (Not Awarded)
Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Documents denial of funding for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research for both grant and non-grant research purposes.
Official Copy:
Retention:Other Copies:
Retention:
Research Protocols (Drug Development and Human Subjects) (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Residential Life Committee
Official Copy:
Retention:Other Copies:
Retention:
Review Board
Official Copy:
Retention:Other Copies:
Retention:
Safety and Security Task Force
Official Copy: Finance & Operations Office or Student Life
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Safety Committee
Official Copy: Finance & Operations Office or Student Life
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Schedules, Master Class
Schedules of classes offered. Includes information on instructor, location, dates and times.
Official Copy:
Retention:Other Copies:
Retention:
Scholarship Records, Awarded by Student Financial Resources
May include application, award notice, related correspondence. Document selection of candidates, awarding of scholarships, and disbursement of funds.
Official Copy:
Retention:Other Copies:
Retention:
Scholarship Records, Awarded by Department-Recipients
May include application, award notice, related correspondence. Documents selection of candidates and awarding of scholarships.
Official Copy:
Retention:Other Copies:
Retention:
Scholarship Records, Awarded by Department, Program Records
May include documentation related to the establishment of the fund, administrative requirements, lists of recipients and related records. Provides a record of scholarship program management.
Official Copy:
Retention:Other Copies:
Retention:
Scholarship Records, Not Awarded
May include application and related correspondence. Provides a record of scholarship applicants who were not awarded funds.
Official Copy:
Retention:Other Copies:
Retention:
Search Committee Records, Faculty, Professional Staff
Resumes, applications and other documents from applicants and search committees pertaining to selection for both hired and non-hired applicants.
A record of committee procedures and decisions in the recruitment for a 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: 5 years after end of search. ShredOther Copies:
Retention:
Search Committee Records, President, Vice-President, Deans
Resumes, applications and other documents from applicants and search committees pertaining to selection of President, Vice-President, Dean or Director for both hired and non-hired applicants.
A record of committee procedures and decisions in the recruitment for a president, Dean or Director 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: 10 years after end of search. Transfer to ArchivesOther Copies:
Retention:
Security Codes (Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Sheri’s Archives Files and Meeting Notes
Official Copy: Finance & Operations Office
Retention:Other Copies:
Retention:
Slides, Photographic
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion picture films, phonographic.
Official Copy:
Retention:Other Copies:
Retention:
Space Allocation Report
Provides record of space assigned to department.
Official Copy:
Retention:Other Copies:
Retention:
Staff Training & Development Records
Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings.
Official Copy:
Retention:Other Copies:
Retention:
Student Authorized Earnings by Department Report
Used to monitor earnings of students receiving aid through federal and state work-study programs.
Official Copy:
Retention:Other Copies:
Retention:
Student Curriculum Records
Confidential records of conference courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students enrolled in departmental programs and courses.
Official Copy:
Retention:Other Copies:
Retention:
Student Folder, Undergraduate
Individual files containing copies of transcripts, evaluations and related materials. Documents student’s status in relationship to degree and major requirements.
Official Copy:
Retention:Other Copies:
Retention:
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:
Student Records, Graduate
Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material.
Official Copy:
Retention:Other Copies:
Retention:
Summer Session Course Revisions
Contains back-up material used in preparation of Summer Session catalog.
Official Copy:
Retention:Other Copies:
Retention:
Summer Session Curriculum Planning Files
Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials.
Official Copy:
Retention:Other Copies:
Retention:
Surveys, Questionnaires
Individual responses to surveys or questionnaires. (See “Special Projects and Activities” records series for survey/questionnaire reports.)
Official Copy:
Retention:Other Copies:
Retention:
Sustainability Committee
Official Copy: Finance & Operations Office or Student Life
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention:
Tape Recordings, Meetings Minutes
Audio Tape recordings of committee, council or board meeting minutes. Proceedings transcribed and printed in official minutes.
Official Copy:
Retention:Other Copies:
Retention:
Technical System Documentation(Vital Record)
Official Copy:
Retention: Permanent. Vital RecordOther Copies:
Retention:
Telephone Logs
Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc.
Official Copy:
Retention:Other Copies:
Retention:
Temporary Employees Personnel Records
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.
Official Copy:
Retention:Other Copies:
Retention:
Tenure and Promotion Records, Faculty
Includes faculty evaluations of individual applicants for tenure and/or promotion, reports merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.
Official Copy: Provost office
Retention: 6 years after end of fiscal yearOther Copies: Appropriate Dean
Retention: 6 years after end of fiscal
Textbook Requisition
Form used by faculty to order textbooks from Bookstore. Includes pertinent information related to department, course, quarter, instructor and textbook. Signed by department chair and instructor.
Official Copy:
Retention:Other Copies:
Retention:
Time, Hourly Record, Volunteer’s
Hourly time record completely by volunteer and signed by authoring departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment.
Official Copy:
Retention:Other Copies:
Retention:
Time/Leave, Employee Electronic Entry System
Used for web input and approval of time and leave by employee or department keyer, using Western employee ID number and employee pin number. (Includes student employees.)
Note: Departments are required to maintain paper reports detailing time and leave use downloaded from the system, signed by the employee, if the employee does not input time and leave directly, for six years. Departments are also responsible for maintaining leave request forms. (See records series for Leave Requests, Exempt and Classified Staff.).
Official Copy:
Retention:Other Copies:
Retention:
Training Records, Staff
Staff Training and Development Records. Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings.
Official Copy:
Retention: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. Vital RecordOther Copies:
Retention:
Transfer Credit Envelopes
Individual envelopes containing transcript from other institutions, applications for degree and/or admission with advanced standing, PLU credit evaluations, fee payment documentation, and related correspondence.
Official Copy: Registrar’s Office
Retention: 15 years after end of academic yearOther Copies:
Retention:
Transitory Records
May include routine requests for information (non-policy); copies of completed forms, bulletins, correspondence prepared for references and information distribution. Does not include policy documents.
Official Copy: Any office
Retention: May be destroyed as soon as they have served reference needsOther Copies:
Retention:
Transmittal, Records
Provides an itemized list by box of records transferred to the University Archives & Records Center.
Official Copy: University Archives & Records Center
Retention: 6 year after last records item destroyedOther Copies: Any office
Retention: 1 year after last record item destroyed
Transport Services Request
To request transport of goods between University offices.
Official Copy:
Retention:Other 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
Undergraduate/Graduate Programs Application Files/Incomplete
May include program application, copies of transcripts, college test scores, related documents. File is incomplete.
Official Copy:
Retention:Other Copies:
Retention:
Undergraduate/Graduate Programs Application Files/Denied Admission
May include program application, copies of transcripts, college test scores, related documents. Applicants were denied admission to the program.
Official Copy:
Retention:Other Copies:Retention:
Undergraduate/Graduate Programs Application Files/Not Entered
May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.
Official Copy:
Retention:Other Copies:
Retention:
Undergraduate Student Folder
Individual files containing copies of transcripts, evaluations and related materials. Documents student’s status in relationship to degree and major requirements.
Official Copy:
Retention:Other Copies:
Retention:
University Committees
University Diversity
University Long – Range Planning
University Media Board
University Review Board
Institutional Animal Care and Use
Official Copy:
Retention:Other Copies:
Retention:
Unsolicited Employment Applications (Not Hired)
May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.
Official Copy:
Retention:Other Copies:
Retention:
Vendor Contracts
This includes rentals and KPLU agreements.
Official Copy: Business Office
Retention: 7 years. ShredOther Copies: Any office
Retention: 3 years. Shred
Videotapes
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university’s or individual office’s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.
Official Copy:
Retention:Other Copies:
Retention:
Volunteers’ Hourly Time Records
Hourly time record completely by volunteer and signed by authorizing departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment.
Official Copy:
Retention:Other Copies:
Retention:
Wellness Committee
Official Copy: Finance & Operations Office or Student Life
Retention: 10 years. Transfer to University ArchivesOther Copies:
Retention: