Records Series Title and Statement of Function/Purpose

Location and Retention of Official Copy

Retention of One Other Copy

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. Holds university harmless from liability for injuries and/or damages not caused by negligence.

Any office: 6 years after end of academic year

Agreements, Hold Harmless (Minors Under Age 18). 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 WWU 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.

Any office: 6 years after minor reaches age 18

Annual and other Internal Reports. Summarizes departmental activities, goals and objectives.

Originating office: 4 years after end of academic year; transfer to University Archives at end of retention period for historical preservation

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 films, phonographic recordings.

Any office:Files are potentially archival; transfer to Wilson Library Special Collections for historical preservation after administrative purpose is served. (Prefer materials to be fully identified)

Chronological/Day Files. Date/reference numbered file of extra copies of all correspondence and memoranda originating from an office. Serves as "back-up" reference.

Originating office: Retain for 30 days; Files may have archival value in selected administrative offices; contact the University Archives & Records Center before disposing of these files

Contracts and Agreements. Official texts of contracts and agreements to which the University is a party. May include certificate of insurance and working papers.

Contracts Administration: 6 years after termination of contract

Any office: 1 year after termination of contract

Correspondence Files, Department/Office Administration. 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.

Originating office: 4 years after end of academic year

History File. Documents the history and development of the department/office.

Originating office: 10 years after end of calendar year; transfer to University Archives at end of retention period for historical preservation

Newsletters, 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.

Any office: Transfer two copies to Wilson Library Special Collections for historical preservation when item is published

Organizational and Function Records. Provides a record of department/office structure and delegation of responsibilities.

Originating office: 1 year after revised; transfer to University Archives at end of retention period for historical preservation

Photographic Records. Provides a photographic record of people, facilities, events, and activities with significant relevance to the university's or individual office's function and mission. May include photographs in print, negative, or slide formats.

Any office:Files are potentially archival; transfer to Wilson Library Special Collections for historical preservation after administrative purpose is served.(Prefer materials to be fully identified)

Planning and Proposals. Includes plans and objectives for the department, with related support materials.

Originating office: 4 years after end of academic year; transfer to University Archives at end of retention period for historical preservation

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

Originating office: 1 year after revised; transfer to University Archives at end of retention period for historical preservation

Special Projects & Activities.. Includes writings, surveys, questionnaires (summary record of compiled responses, including blank sample survey or questionnaire), correspondence and other materials related to special projects and activities of a department.